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BOARD MINUTES 2008
Board Minutes by Month
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DECEMBER 11, 2008
BOARD MINUTES
Present: David Atkin, Candee Cole, Alex Crider-Phillips, Sarah Hendrickson, Rev. Stephen Landale, Elliot McIntire, Mary Otten, Anna Sontag, Douglas Turvey, Suzanne Whaley
Absent: Jean Coberly
Visitors with presentations: Erik Fisher & Judy Sawyer; Steve Hutchinson
The meeting opened at 7:00 pm with good words from Alex Crider-Phillips followed by check-in. There was no consent agenda for December.
BOARD DISCUSSION
The topic of discussion for the month was Volunteer Development. The need for a Volunteer Coordinator is growing; RE has a shortage of volunteer teachers each Sunday. The Membership Committee distributes an interest survey during each new member orientation session. This information is designed to be entered into a database, but the database is still being developed.
What is our vision for volunteerism at the church? Some felt that interest in volunteering can be grown by participation in a Small Group Ministry. Others would like to add a leadership component to volunteering. Simply recognizing new folks at coffee hour and talking with them could also be used to encourage them to step in to volunteer positions.
We have tried welcoming, outreach, appreciating/recognizing people for their participation. The RE Committee have been greeting new families.
GREEN SANCTUARY
Judy Sawyer and Erik Fisher reported that UUCE is entering its third year of Green Sanctuary activities. The Environmental Justice segment needs to be completed. Among the Green Sanctuary accomplishments over the past three years are participation in Stream Team activities, decreased use of pesticides on church property, an Environmental Audit, reduction of sanctuary heat by two degrees, and a reduction of water use.
The committee is now looking for congregational approval to request Green Sanctuary certification from UUA. The Board approved a presentation to the congregation on Sunday, January 11, 2009. The presentation will be followed by a vote.
STAFFING
Office Administrator, Hutch Hutchinson, reported that the Publications staff member is using 14 hours per week instead of the 10 hours which were originally budgeted. In a meeting with the Publications staffer they agreed to cut back on the announcements appearing each Sunday in the Order of Service which would reduce the cost of paper and time involved in publishing it. Approval of more hours would result in an increase of $1,352 (plus Social Security). Elliot McIntire moved that the salary of the Publications staff member be increased from 10 to 12 hours. Anna Sontag seconded the motion which passed unanimously.
NOMINEE FOR VACANT BOARD SEAT
The Board briefly discussed qualities for the Nominating Committee to look for in a person to fill the current vacancy as well as for Board members in general. Among those mentioned were young adult, background in volunteerism, experience in churches with medium to large congregations, leadership ability, a good sense for fundraising. Any suggestions may be forwarded to the Nominating Committee.
BOARD MINI-RETREAT
The Board mini-retreat will be held on Tuesday, January 27, 2009, from 6:00-9:00pm at the home of Sarah Hendrickson. A sign-up sheet for food was passed around.
FUNDRAISING POLICY
David Atkin and Sarah Hendrickson will collaborate on a revision to the policy. Procedures will be written when a policy is set.
AUCTION
Sarah Hendrickson, David Atkin, and Anna Sontag will collaborate on recruiting a chairperson by early February. Their slogan: “Half the work; twice the fun.”
REPORTS
Rev. Landale reported that he and the staff are working on a procedure for letting the congregation know if inclement weather will cause a Sunday service to be canceled. This will be accomplished by using the church web site, sending out e-mail to the various listserves, and putting a message on the church’s answering machine.
He said that he is currently looking over the lay-led services and the worship associate program. He is asking, “What is the purpose of this church?”
DRE, Candee Cole, reported that she is putting together a proposal regarding the childcare situation on Sunday mornings. Two people are needed instead of the one we have currently. Mary Otten moved to support finding an additional childcare person. The motion was seconded by David Atkin and passed unanimously.
Alex Crider-Phillips reported on the progress of the Social Justice group. They have decided not to be SJAC and have returned to the acronym SJUUCE . A meeting will be held soon.
ANNOUNCEMENTS
January 15th Board meeting will be in Room 5
January 11th Congregational meeting
District Annual General Meeting to be held February 20-22 in Salem
Conference for Midsize Congregations will be held in Houston in February
APPRECIATIONS
Suzanne Reynolds, Sandy Moses-Jackson, Julia Heffernan, Susan Oldham for their continuing work with the two Social Justice groups.
The meeting was adjourned at 9:37pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
Board MINUTES
November 13, 2008
Present: David Atkin, Jean Coberly, Candee Cole, Alex Crider-Phillips, Sarah
Hendrickson, Rev. Stephen Landale, Elliot McIntire, Mary Otten, Anna Sontag, Douglas
Turvey, Suzanne Whaley
Absent: Holly Garrow
The meeting opened at 7:00 pm with good words by Elizabeth Cady Stanton from Mary Otten.
Visitors with Presentations: Marilyn Junkins, Audrey Maslin, Steve Hutchinson
MEMBERSHIP
Proposed revisions to the Membership section of the UUCE bylaws were presented and discussed. The changes are the result of collaboration among Marilyn Junkins, Audrey Maslin, and Norma Landy from the Membership Committee and David Atkin, Elliot McIntire, and Suzanne Whaley from the Board. Several minor changes were suggested and will be incorporated into the final proposal.
Mary Otten moved that the Board approve the publication of the proposed changes for review by the Congregation before the Congregational Meeting to be held on Sunday, January 11, 2009. Alex Crider-Phillips seconded the motion which was passed.
Several Membership policies will need to be changed based on the passage of the
revisions to the bylaws. The Board voted to support the changes to the policies.
CONSENT AGENDA
The Strategic Planning Committee seeks approval of the following interim appointments of members: Dave DeCou, Karm Hagedorn, and Greta Sorenson.
Dennis Reynolds has requested space on the deck for the sale of African jewelry on behalf of Thembanathi on November 16 and/or November 30. He also hopes to be able to sell on the third Sunday in December (Thembanathi will be the recipient of the offering that Sunday) as the sales provide income for the women involved in the income.
Mary Otten moved to approve both items on the consent agenda, and Elliot McIntire seconded the motion which passed unanimously.
BOARD DISCUSSION
The discussion topic for November was Social Justice Debrief and Integration: What’s Next? Alex Crider-Phillips presented a proposal which described a reorganization of the Social Justice cluster.
Elliot McIntire moved to approve in concept the current proposed reconstruction of the Social Justice and its continued evolution with Alex representing the Board of Trustees. The motion was seconded by Jean Coberly and passed unanimously. The group involved in reorganization was cautioned about creating “parallel structures” which might already be in place elsewhere in the church’s organization (e.g. financial person.)
REGULAR AGENDA ITEMS
1. There are rental policies which Sarah will work on with the Office Administrator so that people seeking to rent/use church space need only call the office. (Informational only)
2. Dennis Reynolds has requested Board sponsorship as a candidate for the ministry
“I want to make a request to the Board for Sponsorship of me as a candidate for ministry. As many of you are aware I was awarded Ministerial Candidacy Status by the UUA’s Western Regional Subcommittee on Candidacy in August. The next step n the Fellowshipping process is for me to obtain Sponsorship from a UU Congregation. Per the UUA website information on Sponsorship:
“At the most basic level, congregational sponsorship indicates confidence in the candidate's potential and suitability for UU ministry. The MFC regards sponsorship as evidence that the candidate is actively committed to the Purposes and Principles of the UUA and the institutions which uphold them.” More information on Sponsorship is at http://uua.org/leaders/leaderlibrary/ministerialcredentialing/16211.shtml/ I am asking UUCE to affirm such Sponsorship. I believe that my years here as a lay leader and ministerial student have demonstrated appropriate suitability, potential, and commitment. I am happy to provide more information and meet with you regarding either or both of these requests if that seems best."
After a period of discussion, David Atkin moved that the Board sponsor Dennis Reynolds as a candidate for the ministry. The motion was seconded by Alex Crider-Phillips and passed unanimously.
3. Financial Report
Jean Coberly presented the October financial statements and noted that things were on target.
4. Board member’s resignation
The Board accepted Holly Garrow’s resignation with regret. Sarah will ask the Nominating Committee to seek a replacement. Elliot had learned from Betty Hosokawa that the Nominating Committee was interested in names of people who
might be future Board members.
REPORTS
1. Rev. Landale formally introduced Steve (Hutch) Hutchison, our new Office Administrator, who reported on work in the office. He said that Joyce Levesque had been offered the position of Office Assistant which she accepted. This
position is 15 hours per week at $11 per hour. Hutch’s goals include getting to know what’s going on and reorganizing the office space. He mentioned the possibility of using a Google calendar on the UUCE web site to make it easier to determine what events are occurring and when.
2. Candee Cole reported that Rob Tobias will participate in the inter-generational service in December which will be a collaborative event for Winter Solstice and Hanukkah. On November 23rd the kids from RE will walk to and attend a service at the Episcopal Church of the Resurrection. Candee also reminded us of the upcoming Karaoke night.
The position of Childcare Coordinator is being advertised on Craigslist.
Appreciations
Notes of appreciation were requested for Jeff Jackson, Julie Heffernan-Moore, Bee
Vrzak, Martha Osgood, and Ruth Nelson (for her furniture contribution)
Announcements
On January 11, 2009, there will be a Congregational Meeting to vote on bylaw revisions and the Green Sanctuary’s presentation asking the Congregation to vote to petition UUA for our church to be recognized as being a Green Sanctuary.
Assignments
Alex Crider-Phillips is to be the Board’s representative for the Social Justice reorganization.
The meeting was adjourned at 9:45 pm with process check.
Respectfully submitted,
Suzanne Whaley, Secretary
Present: Jean Coberly, Candee Cole, Alex Crider-Phillips, Sarah Hendrickson, Rev. Stephen Landale, Elliot McIntire, Mary Otten, Anna Sontag, Douglas Turvey, Suzanne Whaley
Absent: Holly Garrow, David Atkin
The meeting opened at 7:00 pm with chalice lighting and good words from Suzanne Whaley
Visitors with Presentations: Leslie Gilbert, Robbie McCosh, Patrick Phillips
Accessibility Committee Request – Leslie Gilbert and Mary Otten asked that we sign the following form expressing our congregation’s commitment to accessibility:
ACCESSIBLE CONGREGATIONS CAMPAIGN
COMMITMENT FORM
- We commit to the following principles:
• In our congregation, people with disabilities are valued as individuals, having been created in the image of God.
• Our congregation is endeavoring to remove barriers of architecture, communications and attitudes that exclude people with disabilities from full and active participation.
• People, with and without disabilities, are encouraged in our congregation to practice their faith and use their gifts and talents in worship, service, study and leadership.
We, the leadership and members of the Unitarian Universalist Church in Eugene agree to these principles and will work to remove the barriers to the full participation of people with disabilities in our congregation.
Anna Sontag moved that the form be signed. Alex Crider-Phillips seconded and the motion passed unanimously. Rev. Landale and Sarah Hendrickson will sign on behalf of the congregation.
Stewardship Committee Report – Patrick Phillips and Robbie McCosh updated the Board on the current activities of the Stewardship Committee. Patrick introduced Robbie as the incoming co-chair. He said that they were trying to coordinate with the Capital Campaign committee members to combine activities where appropriate. There are obvious concerns with the current economic situation, and they hope that Stewardship pledges will not be impacted to any great degree. Meanwhile the Budget Committee will begin working on a budget for next year which will become a more integral part of the upcoming Stewardship Campaign. Celebration Sunday will be held on February 15th once again at Lane Community College. The lead givers event will be held on Sunday, February 1st.
One main priority of the Stewardship group is to grow the committee increasing the number of members to lessen the tasks assigned to any one member.
The Stewardship Committee asked the Board about redesigning the pledge card to reflect a change in the bylaws regarding membership. Since the change is still under discussion, the Board recommended that the card maintain its current format at least as far as the definition of a member is concerned.
The Board will meet with the Budget Committee soon to begin preliminary budgeting for 2009-2010. The Board and the Budget Committee will stay in contact with the Stewardship Committee and keep them aware of Board priorities.
Questions for Board
Sarah extended heartfelt thanks to the Stewardship Committee for their hard work.
A brief discussion followed on Volunteer Coordinator and additional childcare funding which did not happen this year which may happen next year. Jean Coberly will work with Mary Brau and Rev. Landale to create a job description for the position of Volunteer Coordinator so that it will be done when funding becomes available.
CONSENT AGENDA
- 1. CAPITAL CAMPAIGN FUND
The Capital Campaign Committee requests that a Capital Campaign Fund be created for the purpose of maintaining funds contributed towards the Capital Campaign for our new building.
The initial funding will be done by transferring funds currently in the Future Expansion Fund and the Building Fund into the Capital Campaign Fund. As such, we request that all prior commitments previously identified to be paid from the Future Expansion Fund be paid from the Capital Campaign Fund. This may include, but not exclusively limited to, consultants, feasibility studies and property search expenses.
The Capital Campaign Fund will be maintained in a separate financial account managed jointly by the Board Treasurer and the Treasurer of the Capital Campaign Committee. The Fund is to be managed an maintained according to procedures approved by the Capital Campaign Committee.
Any funds remaining in the CCF account at the end of the Capital Campaign, that are not used to pay down existing property liabilities, may be transferred a fund designated for maintenance and/or improvement of the property purchased with the CCF.
2. The Executive Committee recommends that the Board approve the SJUUCE Book sale to be held on Friday and Saturday, November 22-23, 2008
3. Acknowledgement of the letter from the Music Committee regarding childcare during choir practices.
4. Permission for other UU congregations to use freely material from our website.
Mary Otten moved to accept the Consent Agenda. Elliot McIntire seconded and the motion passed unanimously.
BOARD DISCUSSION
The Board’s discussion topic for October centered around the role of the Coordinating Council as UUCE moves toward being a Program Church and the chaordic organization of churches as defined by Matthew Wesley at the Board Retreat.
[chaos + order = chaordic]
- ß Chaordic organizations:
• Purpose infused and purpose driven
• Focus generated at the Center
• Relationships determine structure
• Based on dreams, passions and gifts
• Radical autonomy at the Edges
• Controlled by core values, covenant and clear communication
ß Chaordic organizations:
• Crippled by criticism and negativity
• Relationship and communication must be healthy
• Energy to keep overall vision in clear focus all the time
• Requires that overarching purpose trump narcissistic behavior
• Must maintain a “story” of overwhelming consensus
• Constant movement towards commonality and integration
• Works best when people are having fun in an environment of significance
During a lively discussion on (re)defining the Coordinating Council’s emerging role in decision making, the Board suggested several ways in which the Coordinating Council might expand its current role of calendaring and brief updates of the activities of various committees. The Coordinating Council is seen as a potential group of leaders and developing leaders.
Fundraising Policy – Jean Coberly reviewed the newest changes to the proposed Fundraising Policy. The portion recommending that at least 10% of money raised be donated to the church’s general fund prompted the greatest discussion. Some favored a simply stated policy which included all fundraisers in the proposal. Others wanted the policy to be stated with certain exceptions. Elliot McIntire will bring the proposed policy to the next Coordinating Council to get further ideas. Due to the vigorous discussion on the subject the Executive Committee will review upcoming discussion topics and will add “fundraising” to the list.
Treasurer’s Report – Jean Coberly reported that income is somewhat lower although rental income is a bit higher.
Hiring – Rev. Landale reported that he had extended an offer to an applicant for Office Administrator. The applicant, Steve Hutchison (also known as Hutch) accepted the offer and will begin working a 24 hour week. We hope to have him sit in on Board meetings to get a chance to know how best to support the Board. Another goal is to get things organized especially with regard to staff records.
REPORTS
Minister’s Report A Volunteer Coordinator is sorely needed. The Pastoral Associates program is going strong. Staff members will be keeping time logs for a few weeks to help them better understand how their time is spent. Rev. Landale will send a list of goals for the coming year.
DRE Report Candee Cole announced the hiring of Emily Wornell as the new. She still needs 10 teachers for the 9am service. The kids will be studying Judaism.
Announcements
Accessibility Committee is having a forum for folks with hearing impairments at 7:00pm, on Monday, November 3rd.
The Harvest Party signup sheet is now in the Social Hall awaiting volunteers.
Assignments
Sarah will compose an appeal for more Budget Committee members and for some new trustees for the Endowment Fund.
Appreciations
To Mary Brau and Elizabeth Albrecht for their assistance in the recent hiring process
The meeting was adjourned at 8:55 pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
BOARD MEETING
September 11, 2008
Present: David Atkin, Candee Cole, Holly Garrow, Sarah Hendrickson, , Elliot McIntire, Anna Sontag, Alex Crider-Phillips, Mary Otten , Jean Coberly, Douglas Turvey, Rev. Stephen Landale
Absent: Suzanne Whaley
Visitors with Presentations: Karen Gaffney, Marta Powers
The meeting opened at 7:00 pm with good words by Anna Sontag.
An arithmetic error (dealing with time) in the agenda was corrected.
CONSENT AGENDA
- 1) Update on the Financial Oversight Committee’s work on the fundraising policy (informational only)
2) An e-mail to be sent from Sarah to the Coordinating Council, Music Committee, SJUUCE regarding the proposed fundraising policy and requesting feedback
3) Request to Lori Maddox to remove references to the Development Committee (which is currently non-existent) and to add 10% to item #3. No further action needed.
BOARD DISCUSSION
- The Board reviewed notes from the Board Retreat and brainstorming of items we would like to look at on a monthly basis.
1) Mission and Vision Statements (and the four components of church life)—discuss in the Spring after the SJUUCE workshop
2) More conscious cultivation of character at the core—discuss with or following the Mission and Vision Statements
3) Volunteer development and involvement cycle—per Matt Wesley’s slide from the retreat
4) Work session on the transition we are making with Rev. Landale’s having a “chief of staff” role and the Board’s role with staff.
5) Continue of discussion of the Pastoral to Program transition.
6) Revisit Matt Wesley’s chaordic (chaos + order) organization concepts.
7) SJUUCE and the larger community and community outreach.
8) Learn more about our Religious Education program for both children and adults.
9) Discuss the role of the Coordinating Council.
10) Make a plan for emergency preparedness. This will originated elsewhere then come to the Board.
We discussed our priorities and the order in which we would like to discuss them:
- October: Role of Coordinating Council and the chaordic organization of churches
November: Volunteer Development
December: Community outreach
January: Transition to Program Church
REGULAR AGENDA ITEMS
Report from the Building Project Oversight Committee [Karen Gaffney] The Negotiating Team has been meeting with the Property Search sub-committee to consider other properties and move forward. Three sites are currently under consideration. Some of these are not yet on the market. The sites are all central and “recycled.” There are some concerns about timing with the Capital Campaign, and the timing is being discussed with our committees and our consultants. The Building Project Oversight Committee is confident they are doing the things they need to do to keep us moving forward. The steps in the general process are to recommend a property, to educate the congregation about the property, to conduct a feasibility study, and then to conduct a capital campaign.
Hiring process for the office manager:
1) Mary Brau has written job descriptions for three positions: Publications (10 hours), Office Manager/Administrator (24-25 hours), Office Assistant/Receptionist (15 hours).
2) Kim Harris will work an average of 10 hours per week on Publications.
3) Ads are being submitted to Craig’s List for the other two positions.
4) Resumes should be review by Thursday, September 18th.
5) Interviews should be completed the following week with positions beginning by mid-October.
Year-end financial report [Marta Powers]: The reports were examined by the Board and explained by Marta.
SJUUCE—Survey of registration [Information only]: Each congregant will get a letter inviting her or him to register for the SJUUCE workshop. Included in that letter will be a survey for congregational input on where the church should focus its projects next year. Reminder: Don’t toss the letter out with your junk mail!
Discussion of request for additional funds needed for childcare during the coming year: Recommendations/questions from the Executive Committee: What other committees use childcare? How much does it cost? How much is in the Music Booster fund?
The church budgeted about 20 hours for childcare outside of Sunday mornings. The choir now needs childcare totaling approximately 22 hours per month (Mondays and Wednesdays). A more realistic figure for this year would be about 35 hours per month not including Celebration Sunday. To find money for childcare we need to take money from some other part of the budget. We are investigating options for how to cover this financial obligation. We need about $135 per month over a 10-month time period for a total of $1,350. We will get more information (including any UUCE policies regarding childcare provisions) this month and follow up in October.
REPORTS
Minister’s Report: Rev. Landale called the Board’s attention to the focus on interdependence during the coming church year.
DRE Report : The RE program now has a new assistant who will be working 16 hours per week.
The meeting was adjourned with check-out.
Respectfully submitted,
Holly Garrow, Acting Secretary
Suzanne Whaley, Secretary
No Board Meeting in August 2008
BOARD OF TRUSTEES MEETING
July 10, 2008 at 7pm
Present: Candee Cole, Alex Crider-Phillips, Anna Sontag, Holly Garrow, Sarah Hendrickson, Jean Coberly, Elliot McIntire, Mary Otten, Suzanne Whaley
Absent: David Atkin, Douglas Turvey, Rev. Landale
The meeting opened at 7:00 pm with chalice lighting. Holly Garrow read a poem by Hafiz entitled “If It Is Not Too Dark”.
CONSENT AGENDA
A. Request for Committed Partners for Youth to sell Rotary Club tickets for the annual Duck Race (Patti Hansen) [Item sent via e-mail to Board]
B. Proposed change in policy regarding credit cards
C. UUCE’s Annual Report will henceforth be online only
Mary Otten moved to adopt the Consent Agenda, and Anna Sontag seconded the motion which was passed unanimously.
REGULAR BUSINESS
Clarification of Personnel Committee’s Charge: Mary Brau will update the Personnel Committee’s charge and the Personnel Manual. It will reflect that the Personnel Committee’s role in the hiring/firing process is advisory.
Formalization of Minister’s Role as Chief of Staff: the Executive Committee recommends that Rev. Landale receive formal approval as Chief of Staff from the Board. Jean Coberly moved to accept the recommendation. Mary Otten seconded, and the motion was passed unanimously.
Retreat Update: Anna Sontag described the site of the Board Retreat. She reported that Camp Avalon (5210 Canyon Drive) has a building with lots of light with a labyrinth as one of its many features.
Holly Garrow talked about food the retreat members will bring and asked that each person bring his or her own plates and flatware. She passed around a sign-up sheet and said she would send reminders closer to the date of the retreat. The group will need at least one flip chart.
Financial Oversight Committee: Jean Coberly reported that Marta Powers will remain on the committee and act as its chair. They feel that they need to work on policies and procedures and will be doing a section on fundraising. Sarah Hendrickson will send a copy of a pre-draft fundraising policy which she had helped create to Marta Powers. The Financial Oversight Committee will work on drafting a policy with Lori Maddox taking the lead.
There was a general discussion on fundraising at the church. Currently there is no Fundraising Committee so the Executive Committee has been reviewing various fundraising efforts.
Several questions were posed. How broad should the policy be? How should benefit lunches be handled? What about fundraisers for special groups, i.e. Music Boosters, Green Sanctuary, Small Ministry Groups?
According to “oral history” a percentage of each fundraiser is given to the General Fund, but no one has been able to find a specific reference to this in the Bylaws, Policies, or Procedures.
What about the concept of every group doing some sort of fundraiser?
The Board recommended that the Coordinating Council discuss fundraising possibly at their August meeting. It is important that everyone be pulling in the same direction. Meanwhile, any information on fundraising policies of other UU churches will be welcome.
REPORTS
DRE Report
Facilities Council Report
EXECUTIVE SESSION
The Board met briefly in Executive Session in order to prepare the list of nominees for the Committee on Congregational Ministry and Safety. Mary Otten will contact them before the August Board meeting.
APPRECIATIONS
Marta Powers for her work on the Financial Oversight Committee
ADJOURNMENT
The meeting was adjourned at 9:00 pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
BOARD OF TRUSTEES MEETING
June 12, 2008 at 7pm
Present: David Atkin, Holly Garrow, Sarah Hendrickson, Rev. Landale, Elliot McIntire, Mary Otten, Marta Powers, Anna Sontag, Doug Turvey, Suzanne Whaley
Absent: Alex Crider-Phillips, Jean Coberly, Candee Cole
Visitors with Presentations: Karen Gaffney
The meeting opened at 7:00 pm with chalice lighting and good words from Buddhism for Sheep delivered by Elliot McIntire.
New Board members Anna Sontag, Doug Turvey, and Mary Otten were welcomed to their first “official” meeting.
CONSENT AGENDA PROPOSAL - Sarah Hendrickson suggested that the Board try operating with a consent agenda. This would be a list of items which don’t involve policy and which could be voted upon as a block. This list could involve decisions which were made between Board meetings by the Executive Committee or perhaps by the Minister and the Board President. Should an item on the consent agenda be determined to need further discussion, any Board member may request that that item be removed from the consent agenda and be placed on the regular agenda. The Board agreed to try this procedure feeling that it could speed up meetings.
REGULAR BUSINESS
Building Project Oversight Committee – Karen Gaffney reminded the Board that the Building Project Oversight Committee currently consists of George Carroll, Karen Gaffney, Dave DeCou, Jet Harris, David Gilmartin, and Kathy Thomas.
Karen briefly reviewed “how we got where we are today”. Discussion was held concerning the appointment of new members to the Property Negotiating Team to replace two members who are going off the team (Patti Hansen and Michael Mattick). The Building Project Oversight Committee recommended John Wagner to fill the first empty slot on the team. Anna Sontag moved to name Mary Otten to represent the Board on the team. The nomination was seconded and passed. Another motion to name John Wagner to the team was seconded and passed.
The Board supports the Negotiating Team in both purchasing property and selling our property.
Policies
• Listserves (Information only) – listserves may be started provided they are UU listserves. The webmaster and moderators of the listserves should be able to determine the appropriateness of any new listserves.
• Fund Raising – The church needs a fund-raising committee. Some drafts on the composition of such a committee still exist, and a policy needs to be drawn up and proposed.
• Personnel Committee – a policy needs to be crafted which reflects the Minister’s duty as chief of staff.
• Credit Cards – Marta Powers moved that following policy be adopted by the UUCE Board of Trustees at its next meeting
- FIN.3 CREDIT CARD POLICY
Purpose
Each Unitarian Universalist Church of Eugene (UUCE) Business Credit Card is intended for valid UUCE business travel expenses (for example, business related air travel, car rental, hotel charges, meals) or supply and equipment purchases only. Use of a UUCE credit card for personal use is prohibited. Only the following staff may possess a card: Minister, RE Director, Office Administrator.
Role of Credit Card Administrator
The Board Treasurer or designee is the Credit Card Administrator. The Administrator is responsible for overall management of credit card acquisition and use, including development of implementation procedures in conformance with this Policy. Those procedures shall include:
• Creating and maintaining Credit Card applications and performing credit checks of employees applying for a card
• Reviewing and processing new applications
• Canceling cards of individuals who are no longer employees
• Canceling cards that have not been used for 12 months
• Managing past due cardholder account situations
• Reviewing and reconciling reports from the Credit Card provider
• Managing the relationship with the card provider
• Auditing card use to ensure they are used only for UUCE business
Adopted: / / 2008
Anna Sontag seconded the motion which was then passed. Suzanne Whaley will publish the policy so that it can be voted on at the July, 2008, Board meeting.
Board Retreat – The annual Board Retreat will be held Friday evening and Saturday, August 29-30.
Treasurer’s Report – Marta Powers reported that after looking over the books, she discovered that some pre-paid pledges were included in this year’s figures. There is still no deficit. Marta said that she will come to the September Board meeting to do a wrap-up report.
Marta also moved that the Board approve the Minister’s Housing Allowance as $55,000 for the coming year. The housing allowance stems from the tradition of a church having a parsonage. When such housing does not exist, an allowance is provided. Anna Sontag seconded the motion which was passed.
Marta proposed that because pledges for the 2008-09 pledge year using the Vanco service of auto-deduction total some $85,000 it makes more sense that setting up and monitoring these transactions be a part of the duties of the Pledge Secretary. Barb Berry is currently preparing the deposits and will continue to do so. The Board offered its blessings to Barb Berry.
Stewardship, Budget, & Capital Campaign – Jean Coberly submitted the following report in absentia: “During the summer the budget committee will begin planning the 2008/09 budget process and timeline. As part of this planning, the financial cluster will have their initial meeting, possibly in July. The financial cluster consists of representatives (chair and co-chair) of the following committees: budget, capital campaign, and stewardship, plus the treasurer, the board vice president (representing coordinating council), and the pledge secretary.” Jean is asked to send an e-mail to the Board when the date of this meeting has been established.
Committee on Congregational Ministry and Safety – nominees for this committee are presented in a prioritized format by the minister. The Board reviews and discusses the nominees and sometimes re-prioritizes the list. Rev. Landale will present this list at the July Board meeting.
It was also noted that there should be a change in the Bylaws as to the number of members on this committee. (from five to six? Omit a number altogether?)
Bylaws Update – David Atkin reported that he had received comments regarding the changes to the portion of the Bylaws regarding membership. He feels that “voting membership” tied to a contribution of record rather than a signed pledge card will be the likely change presented to the congregation. This proposed change will be formally announced and voted on in the fall of 2008. Other Bylaw changes will be studied and presented over the next year.
Recalling the PNWD workshop in May which stressed the importance of communicating with the congregation, the Board discussed how the proposed Bylaw changes could be shared with the congregation during the summer so that members could feel better prepared to vote at the fall Congregational meeting. The Board agreed that some sort of mechanism (probably electronic) be put in place to allow for discussion and feedback. Meanwhile David Atkin is going to talk with our webmaster about getting the proposed Bylaw change up on the website.
Reports to the Board – A brief discussion was held about regular reports to the Board: which committees or individuals should make them and how often. Rev. Landale suggested that the Minister might report either monthly or quarterly on the state of the ministry of the church and in general what is going on. The committee reporting procedure will be discussed at a later time, possibly at the Board Retreat.
REPORTS
Minister’s Report - Rev. Landale spoke about staffing for the near future. Office Administrator, Kim Harris, will be going back for another round of chemotherapy beginning June 24th. She is working from home via the church network. Meanwhile Joyce, the temporary Office Administrator, continues to work a part-time schedule in the mornings. There is a need for someone in a “communications” position who could work with the web, the weekly update, and the newsletter. Rev. Landale said he would speak with the webmaster about the possibility of a staff member having web-related duties and if those duties should be added to the job description. Rev. Landale will work with the Personnel Committee on how these staffing needs can be met within the current budget.
ANNOUNCEMENTS
• Sarah Hendrickson reminded the Board of the Empowerment Workshop coming up in November. All Board members are encouraged and urged to attend this event.
• The draft revision of the Strategic Planning Committee's Five-year plan is available now (both on the web and in the social hall) and a final draft will be presented for congregational adoption early in the fall (probably October).
ASSIGNMENTS
• Mary Otten to the Property Purchase/Sale Negotiating Team
• Holly Garrow and Anna Sontag to help in planning the Board Retreat
APPRECIATIONS
Anna Sontag was asked to write notes of thanks and appreciation to the following:
• Doug Barab, Elizabeth Weber, and John Wagner for their work on the 2008-09 budget
• Nisco Junkins for shepherding the photo directory
• Beth Hoyt for her hard work and service to the church office and the RE program
The meeting was adjourned at 9:50 pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
UNITARIAN UNIVERSALIST CHURCH IN EUGENE
ANNUAL CONGREGATIONAL MEETING
APRIL 20, 2008
The meeting was called to order at 10:10 am by Olga Turner, Board President.
After the lighting of the chalice and brief opening words, a quorum was declared.
The president turned the meeting over to Ruth Nelson, Chair of the Nominating Committee. Ruth called on Rachel Cummings who spoke briefly about the duties of the Nominating Committee over the past year.
Ballots were distributed to the voting members present.
Ruth Nelson presented the slate for the Board of Trustees.
The nominees were
-- President – Sarah Hendrickson (2 year term)
-- Vice-president – Elliot McIntire (2 year term)
-- Treasurer – Jean Coberly (2 year term)
-- At-large – Anna Sontag (1 year term, completing Elliot McIntire’s term)
- Mary Otten (2 year term)
- Douglas Turvey (2 year term)
- Alex Crider-Phillips (2 year term)
A motion to accept the slate as presented was made and seconded. The motion was voted down because the election had been scheduled to be by secret ballot.
Ruth Nelson next presented the slate for the Building Project Oversight Committee.
The nominees were
-- Kathy Thomas
-- Jet Harris
-- David Gilmartin
Finally, Ruth Nelson presented the slate for the Nominating Committee
The nominees were
-- Rachel Cummings
-- Betty Hosakawa
-- Nisco Junkins
-- d. maria
-- Connie Newman
The ballots were completed, collected, and counted. The slates for all three were elected.
The meeting was adjourned at 10:55am
Respectfully submitted,
Suzanne Whaley
Secretary, UUCE Board of Trustees
Board of Trustees MINUTES
May 8, 2008
The meeting was preceded by a dinner shared by the in-coming Board members and the current Board. During dinner there was discussion about what is involved in being a Board member. In-coming members were encouraged to ask questions of the current Board about how things work.
Present: David Atkin, Candee Cole, Sally DeCou, Holly Garrow, Elliot McIntire, Marta Powers, Olga Turner, Suzanne Whaley, Jean Coberly, Anna Sontag, Alex Crider-Phillips, Rev. Landale
Absent: Sarah Hendrickson, Douglas Turvey, Michael Mattick
Visitors with presentations: Lori Maddox, Doug Barab, John Wagner
The meeting was called to order at 7:00 pm with chalice lighting, check-in, and good words by Marta Powers.
REGULAR BUSINESS
Financial Oversight Committee: Lori Maddox talked about the new Credit Card Policy developed by the Committee which will involve having a business credit card account for use for UUCE expenses only. The Minister, Director of Religious Education, and the Office Administrator would each have a card.
The Executive Committee recommends policy proposal as written and that the process of introducing a new policy begin with the June Board meeting.
Moved that the following policy be adopted by the UUCE Board of Trustees:
- FIN.3 CREDIT CARD POLICY
Purpose
Each Unitarian Universalist Church of Eugene (UUCE) Business Credit Card is intended for valid UUCE business travel expenses (for example, business related air travel, car rental, hotel charges, meals) or supply and equipment purchases only. Use of a UUCE credit card for personal use is prohibited. Only the following staff may possess a card: Minister, RE Director, Office Administrator.
Role of Credit Card Administrator
The Board Treasurer or designee is the Credit Card Administrator. The Administrator is responsible for overall management of credit card acquisition and use, including development of implementation procedures in conformance with this Policy. Those procedures shall include:
&Mac183; Creating and maintaining Credit Card applications and performing credit checks of employees applying for a card
&Mac183; Reviewing and processing new applications
&Mac183; Canceling cards of individuals who are no longer employees
&Mac183; Canceling cards that have not been used for 12 months
&Mac183; Managing past due cardholder account situations
&Mac183; Reviewing and reconciling reports from the Credit Card provider
&Mac183; Managing the relationship with the card provider
&Mac183; Auditing card use to ensure they are used only for UUCE business
Adopted: / / 2008
Budget Committee: Before the budget was presented Olga Turner mentioned that she was proud of this year’s budget because it meets the Board priorities with respect to staff compensation and none of the Programs or Committee requests were decimated, but all were shaved a bit. Furthermore, the Budget process was as clean as it’s ever been and it was not as heart wrenching as has been true in previous years because we had more money from the outset with which to create a budget. She said that the new members, Elizabeth Weber and Doug Barab, were very helpful and engaged from the outset and were caught up to speed very quickly. Marta Powers added that it was good to have representation from the Personnel Committee at several of the meetings, and the input from Rev. Landale on staff salaries was invaluable
John Wagner then presented the proposed ‘08-’09 Budget and detailed some of the highlights. The Budget Committee is projecting total income for the coming fiscal year at
$ 407,186. $365,000 of this amount represents pledge dollars. The Offering or plate collection was down this year from the projected total so the committee reduced the amount for next year’s offering line. Paradoxically, the plate collection for the Third Sunday Community Offering has been higher than the total plate collection each month for UUCE.
Administration, facilities and denominational lines will be funded at the requested amounts primarily because those are predictable and in some cases, set expenses. Most of the Programs and Committees had a percentage cut, but not enough to compromise the work. The especially good news in the Budget is that because of the projected income totals, the committee was able to increase the salaries of the program and support staff and in some cases increases were made to the FTE hours. Benefits were also increased for those staff members who previously received benefits. Furthermore, the Committee separated the R.E. Assistant and Administrative Assistant positions and increased the hours for both. The Board had stated as one of its priorities that current staff receives salary increases before new positions were created and salaried. This was also one of the Minister’s stated goals to the Budget Committee. To that end, the position of Volunteer Coordinator will not be funded this coming fiscal year. There were several items added and one dropped and some zeroed out but kept in the Budget. For instance the ’08-09 Budget will not have a line item for Ministerial installation, but it does have a newly created and funded line for Sabbatical reserve. The pledge deficit is at 2.5 % and the total increase in the ’08-09 Budget for program, organizational and committee needs is a 6% increase from ’07-’08 fiscal year. There will be a 10% increase for our staff and a 25 % increase for administration, denominational, and the facility needs. All in all a really strong, really good, really solid budget. Additional comments were made by Doug, Marta and Olga.
A possible topic for the Board Retreat this year was the recruiting of a Fund Raising Committee
Stewardship Committee: Patrick Phillips reported the following via e-mail read at the Board meeting:
”We currently have pledges totaling $329,696.00 from 227 pledge units. We are currently following my projections fairly precisely, which has us exceeding a pledge total in excess of $370,000 by the end of the canvass process. There are still more than 90 outstanding pledge units, so some variability toward the end is to be expected, however.
Our current median pledge is $840, still well above our historical median of $600. Most importantly, our median pledge among new pledges is $600, which is double the historical median (this is for 51 new pledges, which is roughly 20% of current total). The average pledge among outstanding pledges is currently less than half the average for received pledges ($1,458 versus $686), so I expect these medians to fall a bit as we close out the canvass.”
Treasurer’s Report: Marta Powers reported that the church is 4% under in pledges. She also urged committees not to spend money which may be left in their respective budgets “just because it is there”.
Strategic Planning Committee: Elliot McIntire reminded the Board that the Strategic Planning Committee would like to get information from the congregation as well as the Board and be ready to vote in the Fall.
REPORTS
Minister’s Reports
DRE Report : Candee Cole added that she has been planning for a Sabbatical which will occur from January to June, 2010. The RE program is gearing up for summer day camps. A new camp, UUs Rock, will be offered. Candee and Daniel Blades will run that session.
Board Minutes
Executive Committee Minutes
Facilities Council Report
Appreciations.
Audrey Maslin and Sally DeCou for their work on the PNWD weekend
The meeting was adjourned at 9:30 pm with check-out.
Respectfully submitted,
Suzanne Whaley, Secretary
Postponed until June
Bylaws up-date (David Atkin)
Board of Trustees MINUTES
April 17, 2008
PRESENT: Olga Turner, Marta Powers, Sarah Hendrickson, Sally DeCou, Holly Garrow, David Atkin, Michael Mattick, Suzanne Whaley, Rev. Landale, Candee Cole
ABSENT: Elliot McIntire
GUESTS: Patrick Phillips
OPENING BUSINESS: The meeting was called to order at 7:05 pm followed by the lighting of the chalice. Rev. Landale shared good words. No business had been conducted between meetings.
II. REGULAR BUSINESS
Stewardship Committee: Patrick Phillips reported that Celebration Sunday was a success with pledges for $292,000 received. The event welcomed 349 people. Pledges came from 188 people. An analysis of the numbers indicated that giving is up so far this year; there is an average increase of 36% in individual commitments; the average pledge is now over $1,500; and the median pledge is $960. There will be follow-up canvasses for 142 people. The Committee is currently projecting a total pledge of around $375,000.
Treasurer’s Report: Marta Powers reported that financially the month of March was helped by funds from the auction. She noted that pledges are behind but may catch up in June since pledge statements will be going out.
Expenses from the Stewardship events are not yet in but are expected to be in the neighborhood of $10,000.
Marta further reported that cash flow remains good.
Olga noted that the Congregation’s generosity to other organizations in the third Sunday plate offering has not been mirrored in an increase to the plate offering for UUCE. Most Churches experience an increase in their own offertory when they add a once a month Community Offering to their worship. There was then a discussion about the offertory. Some Board members see the passing of the plate as an opportunity to make a communal commitment to their Church separate from their annual pledge. Something done publicly, a shared experience. It was noted that this might be an interesting conversation to have with the wider Church community. What does the “plate-offering mean to you and do you contribute to the plate as you pass it?”
Building Project Oversight Committee: David Atkin moved to endorse enthusiastically the property recommendation made by the Building Project Oversight Committee based on what we know so far and subject to due diligence, further information, and inspections. Sally DeCou seconded the motion which was passed.
Ad hoc Hiring Committee: Due to the fact that the church’s Office Administrator (Kim Harris) is scheduled to have surgery and will be recovering for six weeks, Mary Brau and Rev. Landale talked and thought it would be advantageous to have some temporary assistance. This would also be helpful in determining the scope of the office administrator’s job to determine future needs as far as staffing is concerned. The Board approved up to $2,160 for hiring a half-time temporary person.
It was decided to put together a package for six weeks of a medical leave of absence and to bring it to the Executive Committee. Rev. Landale will find out what Kim’s contract says, will talk to her about calling a temporary employee, and will get back to the Executive Committee.
PNWD Workshop: Food for Saturday, May 3rd, is needed along with a person to coordinate. Beverages can be added to catering or someone from UUCE can be responsible for them.
An offering will be taken on Saturday which is to be given to a local organization which will be determined by the “3rd Sunday Offering” Committee. Rev. Landale will conduct the worship for the workshop.
Board Retreat: Sarah Hendrickson will circulate a series of weekend dates (Friday/Saturday) and submit them to the continuing and in-coming Board members in order to set a date for the retreat.
III.NEW BUSINESS
There was no new business.
IV. REPORTS [Unless otherwise noted they will be in electronic version only]
A. Minister’s Report – Rev. Landale mentioned that there may be a request for an ordination at a later Board meeting.
B. DRE Report
C. President’s Report
D. Treasurer’s Report Executive Committee Minutes
E. Facilities Council Report- Ken Ross
F. Membership Committee Report
G. FAB Committee Minutes
H. Other
ANNOUNCEMENTS:
ASSIGNMENTS:
APPRECIATIONS
A. Note of thanks to Bob Kaeser for his work on repairing the dishwasher.
The meeting was adjourned at 9:50pm with check-out.
Respectfully submitted,
Suzanne Whaley
Secretary
Postponed until May
2008-2009 Budget
SPC input from the Board on the 5-year plan
Membership Bylaw task force
Board of Trustees MINUTES
March 13, 2008
PRESENT: Olga Turner, Marta Powers, Suzanne Whaley, Elliot McIntire, David Atkin, Sarah Hendrickson, Holly Garrow
ABSENT: Rev. Landale, Sally DeCou, Michael Mattick
GUESTS: Brian Lewis, Karen Gaffney, Ruth Nelson, Rachel Cummings
OPENING BUSINESS
The meeting was called to order at 7:00pm with check in and the lighting of the chalice. Olga Turner presented good words from a sermon in The Abundance of Our Faith, quoting William Ellery Channing.
No business had been conducted between meetings. The agenda was altered with the removal of the Music Committee proposal which will be reviewed in April.
REGULAR BUSINESS
Building Project Oversight Committee: Karen Gaffney asked that the Board meet with the Property Search Working Group on April 9, 2008, to review their findings as of that date. She noted that the search is moving forward and that the Building Project Oversight Committee hopes to bring a property for consideration to the Board in April and to the congregation in May.
She reported that about 120 people participated in the Listening Groups held in February. Although consensus was neither reached nor expected, those participating supported values around social justice, being large enough to influence civic affairs, providing leadership in the community, and being centrally located. Participants also mentioned artwork, flexibility, intimacy/connection, diversity, accessibility. The committee will continue to review and digest the information gained from the Listening Groups.
The next step in the values discernment process will be a Town Hall meeting which is scheduled for Sunday, March 16, 2008. The Building Project Oversight Committee will give a brief update on the activities of the working groups followed by a reality-check on the values work to date. A discussion of the trade-offs and interplay that different values have in some hypothetical property scenarios.
The Building Project Oversight Committee recommends that UUCE contract with the UUA for the consulting services of Aggie Sweeney. The contract should arrive soon to be reviewed and signed. In addition the committee may recommend that UUCE contract for architectural consulting services on the final property before the congregational vote so that the committee can
Patti Hansen from the Finance Working Group reviewed the Shared Values matrix which their group used in selecting a bank to work with. Based on the matrix, the Building Project Oversight Committee recommends Pacific Continental and Selco as the banks of choice. The Building Project Oversight Committee further recommends that the pre-qualification application process begin as soon as possible with both banking institutions in order to fit the timelines which are in place and to enable the Building Project Oversight Committee, the Board, and the congregation to act with agility when a property is decided upon.
David Atkin commented that he has had positive experience with Pacific Continental in his work with non-profits.
Sarah Hendrickson moved that the Board approve that Pacific Continental and Selco be considered as banks of choice and that the pre-qualification process start as soon as possible. David Atkin seconded the motion which passed unanimously.
Sarah also offered a formal Board blessing upon the Building Project Oversight Committee for its hard work on the project, and the Board concurred.
Karen welcomed further thoughts from the Board.
Stewardship Committee: Brian Lewis presented a report from the Stewardship Committee in the absence of Patrick Phillips. Brian reported that the Celebration Sunday and Lead Givers’ events were going to be similar to last year’s and that planning is well under way. He expressed budget concerns connected with extra equipment to be used in a presentation at Celebration Sunday. Extra money for the equipment along with an increase in attendance will result in the need of an additional $400-$600
He also requested assistance at the church for a mailing on Saturday, March 15. Holly Garrow offered to help publicize the mailing party electronically.
Nominating Committee Report - Ruth Nelson outlined the Bylaws provisions for the Nominating Committee’s duties. She then presented the slate of candidates:
Board of Trustees
President – Sarah Hendrickson
Vice-president – Elliot McIntire (who will complete current Vice-president Sarah Hendrickson’s term of office)
Treasurer – Jean Coberly
Member-at-Large (1 year) - Anna Sontag (to complete at-Large member Elliot McIntire’s term of office)
Member-at-Large (2 years) – Alex Crider-Phillips
Member-at-Large (2 years) – Douglas Turvey
Building Project Oversight Committee
Jet Harris
David Gilmartin
Kathy Thomas
Nominating Committee (1 year term)
Rachel Cummings
d. maria
Betty Hosakawa
Nisco Junkins
Connie Newman
Rachel said that the Nominating Committee would say a few words about what they do when the slate of candidates is presented at the Congregational Meeting. She also felt that there was much enthusiasm among the candidates.
NEW BUSINESS
Treasurer’s Report – Marta Powers noted that the Auction had earned approximately $12,000. She further reported that she does not anticipate any carryover this year. The new Financial Oversight Committee has met several times and the members have developed a great working relationship. Olga mentioned that the Budget Committee has begun working on the upcoming budget.
Green Sanctuary Committee: Elliot McIntire moved that the Board approve the election of Amy Raven and Judy Sawyer as co-chairs of the Green Sanctuary Committee. Holly Garrow seconded the motion which then passed unanimously.
Strategic Planning Committee – Elliot McIntire moved that the Board approve that Greta Sorensen serve on the Strategic Planning Committee in place of Julia Knowles who recently resigned from the committee.
Bylaws Task Force: David Atkin presented an initial report from the Bylaws Task Force which is currently studying the Bylaws dealing with membership in the church. The Task Force is not yet ready to make any recommendations but wanted to report on work done and progress made so far. Four areas which need to be clarified and defined have been identified:
~ Requirements for Membership
~ Different Categories of Membership
~ How New Members Join
~ How and When to Terminate Membership
David anticipates that the task force will be ready to present the recommendations for a vote in the fall of 2008.
Use of Banners at Non-UU Functions: No action required by the Board. [See Minister’s report]
REPORTS
DRE Report- Candee Cole highlighted upcoming fundraising projects by the UU youth. She also announced that Sarah Holland is the new youth coordinator who is already becoming a valuable addition to the staff. Sarah’s position was funded until the end of the church year.
Facilities Council Report- Ken Ross
Annual General Meeting – Elliot McIntire and Sarah Hendrickson reported on the Pacific Northwest District’s Annual General Meeting. They were impressed by the number of UUCE members who were able to go to Tacoma for the meetings. The keynote speaker, Rebecca Parker, was excellent by all accounts. There was talk of raising PNWD dues, possibly by $2.00 per member. There is also a survey coming to the congregations in our district which UUCE will be asked to complete.
ASSIGNMENTS: Elliot McIntire is to pass the congregational survey [See Annual General Meeting Report above] along to the appropriate person or people to complete it.
APPRECIATIONS
&Mac183; Sue Craig and Sheila Cook for their hard work on the auction
&Mac183; Jeff Jackson and the SJUUCE for their work on the Interfaith Panel last Sunday
&Mac183; Holly Garrow and Patti Hansen for organizing the food for the Listening Groups
&Mac183; To the Nominating Committee for their hard work.
The meeting was adjourned at 9:40 pm.
Respectfully,
Suzanne Whaley
Secretary
Postponed until April:
Music Committee recommendation
Budget Committee
Green Sanctuary Report
Board of Trustees MINUTES
February 7, 2008
PRESENT: Olga Turner, Marta Powers, Suzanne Whaley, Elliot McIntire, Sally DeCou, David Atkin, Michael Mattick, Rev. Landale
ABSENT: Sarah Hendrickson, Holly Garrow
GUESTS: Patrick Phillips, Karen Gaffney, George Carroll
OPENING BUSINESS: The meeting was called to order at 7:09 pm followed by the lighting of the chalice. Sally DeCou shared good words from Eckhart Tolle. No business had been conducted between meetings.
The agenda was adjusted adding the scheduling of congregational meetings to Regular Business. Other additions to the agenda include mention of the Chalice Lighter Program and the Board blessing of the Social Justice Committee Charge. The last adjustment to the agenda was the approval of the Jan. Board mtg. minutes.
II. REGULAR BUSINESS
Stewardship Committee: – Patrick Phillips reported that the committee had held its first meeting in September and that they plan to meet on a monthly basis. The date for Celebration Sunday has been set for Sunday, April 6th at Lane Community College.
The committee is drafting a Stewardship letter to the congregation which they will approve at their next meeting.
The lead gift event is scheduled on March 30.
The Stewardship Committee is also dealing with the issue of how membership is determined.
Olga asked if Stewardship could be represented on the Budget Committee.
Building Project Oversight Committee/Listening Groups – Karen Gaffney and George Carroll presented a draft schedule for spring, 2008. They reported that their phone meeting with the consultant, Aggie Sweeney, went well and that the committee found her to be experienced and knowledgeable.
Some of the highlights of the draft schedule included:
• Listening Groups to be held on February 10th and 17th
• Tentative Town Hall meeting to talk about shared values on March 16th
• Property Search and Shared Values groups recommend property to Building Project Oversight Committee late-March
• Building Project Oversight Committee approves recommendation and presents to the Board for approval mid-to-late April
• Property selection announced late April
• Consultant Aggie Sweeney to meet with the Building Project Oversight Committee and the Coordinating Council on May 11th
• Congregational Q& A sessions held on May 4th and 11th
• Congregation votes on property on May 18th
• Consultant Aggie Sweeney conducts Feasibility Interviews first or second weekend in June
The above items are tentative and dependent upon a successful search for property.
..... Q. Is Town Hall meeting only way for congregation to address values?
..... ..... A. A questionnaire is also planned
..... Q. What about food for the Listening Groups?
..... ..... A. Holly Garrow is coordinating. Funds received may go to the Future Expansion fund.
Marta noted that there is around $63,000 in the Building Fund--Future Home (A/C 2011) and a little over $63,000 in the Future Expansion Fund (A/C 2010).
Cluster Task Force: Rev. Landale reported that the Coordinating Council is looking into “clusters” of committees and so far have found the Corvallis church to offer the best model. Why clusters? This model would allow and encourage committees with overlapping responsibilities to meet in a cluster on a regular basis. For example, there might be a Worship Cluster or a Membership Cluster.
Nominating Committee statement: The Board voted to approve the following statement in answer to a request from the Nominating Committee:
The UUCE Board requests that the Nominating Committee add to its duties, the recruitment of, and the interviewing for membership on the Building Project Oversight Committee; as well as the preparation of the slate of candidates. As is true for the Board, the SPC and Nominating Committees, the congregation will vote on the BPOC nominations. Names of potential candidates for the BPOC can be recommended to the Nominating Committee by the BPOC or other committees and individuals.
Bylaw Task Force: David Atkin reported that the task force will hold its first meeting on February 12th to produce a working draft to present to the Board in March. The Task Force will begin with the Membership section of the Bylaws.
As the Church will be electing new leadership posts before we will be able to amend the bylaws, Michael Mattick volunteered to write an article for the newsletter alerting all of the requirements to be counted as Voting Members, that being: a signature in the Membership Book; a signed pledge card for 2008; AND a pledge of money or time.
Volunteer Coordinator: (Informational)—Marta Powers reported that she had notified Mary Brau of the Personnel Committee that a proposal for a Volunteer Coordinator (_ time position) needs to be prepared for presentation to the Budget Committee.
Board Budget for 2008-09 – Marta Powers will forward the budget proposal electronically to the Board.
Finance, Audit, & Budget – Olga Turner reported that what was the Finance, Audit, & Budget Committee will now be two distinctly different and separate committees. The Financial Oversight Committee will be responsible for oversight of the monthly financial reports, and for reviewing, refining, and creating financial policies, procedures and practices; including the scheduling of “money counters.” By comparison, the Budget Committee will be responsible for creating and recommending for adoption, a balanced annual Budget, communicating with the staff, programs and leadership about budget requests, and monitoring the budget and making adjustments as needed or requested by the Board of Trustees. The committees are “staffed” by member congregants who are well versed in financial management, and/or budgeting; all bring “financial literacy” to their respective committee positions. The job descriptions for the two committees will be provisional and will be reviewed, and refined by the committees themselves.
David Atkin moved that the Board approve the separation of the duties previously performed by the Finance, Audit, & Budget Committee into two new committees, Financial Oversight Committee and Budget Committee, and further approve the provisional job descriptions of these committees.
The motion was seconded by Michael Mattick and was passed by the Board.
The Board requested that each committee finalize job their descriptions.
Board Retreat: The Board held a review of September’s Board Retreat. There was a discussion of the goals, which were set at that meeting, and the general feeling was that most of the goals had been or were in the process of being met. Those described as “on-going” include the fostering of leadership development, and committee (re)structure and “cluster” creation. There was a brief reference to the Board having a five-year-plan or work plan that would complement the Strategic Planning Committee’s five-year plan. Olga agreed to share her draft Board work plan, with the Board before leaving the Board.
It was suggested that the goal “need to work on increasing spiritual nature of volunteerism” might be placed on the agenda of the Coordinating Council for discussion sometime in the future.
The discussion on the workload of the Executive Committee might need to be revisited at the next Board retreat.
Scheduling conflict with Newcomers’ Orientation: The rescheduling of the next series of Orientation meetings to Thursdays will cause a space conflict with March’s Board meeting. The Board decided to try and fit into one of the smaller rooms downstairs, as will the Executive Committee meeting if needed.
Scheduling Congregational Meetings: Dates for Congregational Meetings were set as follows:
April 20 – Elections (Tentative)
April 27—Elections (Tentative)
June 1 – Budget Approval
NEW BUSINESS
There was no new business.
IV. REPORTS [Unless otherwise noted they will be in electronic version only]
.... A. Minister’s Report – Rev. Landale reported that he will be meeting with staff and will have them consider budget priorities. He will summarize and bring the report to the Budget Committee
.... B. DRE Report- Candee Cole met with a UofO campus group (numbering about 10). She will give them two nights a month to learn basic UU principles and background which is what they requested. There is a new office assistant, Beth Hoyt, who will be 7.5 for R.E. and office. Kids from 2nd grade up will be deciding on their community service projects. Fundraising needs should be sent to the Executive Council.
.... C. President’s Report- Olga Turner observed that she appreciates having our own church space unlike some smaller congregations who don’t have their own building. She also reported that she and Elliot McIntire got a lot out of the two workshops they attended in Portland. One on Appreciative Inquiry and the other on Healthy Congregations.
.... D. Treasurer’s Report – Marta Powers reported that the budget is on track for the current year. She suggested thinking of other ways to make giving easier. such as the current electronic fund transfer system. The Budget Committee is up and running.
.... E. Executive Committee Minutes
.... F. Facilities Council Report- Ken Ross
.... G. Membership Committee Report
.... H. FAB Committee Minutes
.... I. Other
ANNOUNCEMENTS: Elliot McIntire and Sarah Hendrickson from the Board will be attending the Pacific Northwest District’s Annual General Meeting in Tacoma the weekend of Feb. 29th- March 2nd, as will be Jeff Jackson, Cindy Pitcairn and Laura Lawver. All have agreed to be delegates.
***NOTE: The April Board meeting will be held on Thursday, April 10th at 7:00 pm.***
ASSIGNMENTS:
A. Elliot McIntire is going to explore getting names of Chalice Lighters in our congregation at the upcoming General Assembly meeting in Tacoma.
B. David Atkin will liaison with the Membership Committee for Congregational Meetings to be sure the list used for “signing in” “voting members” is up-to-date.
APPRECIATIONS
A. Note of thanks to the Installation Task Force
B. Note of thanks to Dick Loescher for organizing the Non-Violent Communication workshop
The minutes of the January Board meeting were approved as corrected.
The Board approved the following charge from the Social Justice Committee:
The Social Justice Committee of the Unitarian Universalist Church in Eugene (SJUUCE) works to promote UU principles of peace, justice, equity, compassion and interdependence. We offer UUCE members and friends the opportunity to apply these principles in our congregation and community through service, education, witness, advocacy and organizing. Working collaboratively both internally and with other organizations, our vision is to serve as a vital and integral element of the life of our congregation and to establish UUCE as a beacon for social justice in Lane County and the wider world.
The meeting was adjourned at 9:30pm with check-out.
Respectfully submitted,
Suzanne Whaley
Secretary
Postponed until March
COCM Budget Proposal
Board of Trustees MINUTES
January 10, 2008
***Denotes action item
PRESENT: Olga Turner, Candee Cole, Elliot McIntire, Sally DeCou, David Atkin, Marta Powers, Holly Garrow, Suzanne Whaley, Sarah Hendrickson, Michael Mattick, Rev. Landale
GUESTS: Marilyn & Nisco Junkins, Dave DeCou, Karen Gaffney, Norma Landy, Jeff Jackson, Audrey Maslin
OPENING BUSINESS: The meeting was called to order at 7:00pm by Olga Turner. Michael Mattick shared a passage by Kathleen McTeague with the group.
The December minutes were approved as corrected.
REGULAR OR CONTINUING BUSINESS
Building Project Oversight Committee: The committee had no written report. Karen Gaffney and Dave DeCou addressed the timing on the Feasibility Study. Karen had consulted again with Wayne Clark who had suggested Aggie Sweeney as a person to conduct the study. Concerning a capital campaign, a larger response is expected when an actual property has been suggested.
Aggie Sweeney will (tentatively) be spending a week-end in May with the Building Project Oversight Committee. In June she will conduct interviews for the Feasibility Study. The Building Project Oversight Committee plans to consult with the Board in April or May to ask for money to hire a consultant.
Karen asked for volunteers to facilitate or scribe for one of the listening groups coming up in February on the 10th and 17th. She noted that there will be one group consisting of youth and that other youth have asked to be included in the adult groups.
Social Justice Committee Empowerment Workshop proposal: Jeff Jackson outlined a proposal for an Empowerment Workshop, which would be sponsored by the Social Justice Committee. The purpose is “for members to assess the quality of their Social Justice program and to develop a plan for implementing the recommendations that come out of the process.” The application process itself is labor intensive and the workshop facilitators want to know that at least 20% of our avr. Sunday worship service attendees will register for the weekend long workshop, as well as the Minister and half of the Board, and the Social Justice Committee.
Holly Garrow moved that the Board give its blessing to the Social Justice Committee to pursue the Empowerment Workshop. Michael Mattick seconded the motion and it was passed.
Religious Education Youth Coordinator Proposal: Judy Shaw presented a report from the R.E. Committee which highlighted the steadily growing number of kids in the R.E. program. The Committee pointed out a need for a consistent adult presence in addition to the Director of Religious Education, Candee Cole.
Judy asked the Board members if they had any questions.
.......Q. Are there qualified people who could be attracted to the position for a small amount of compensation?
..............A. Probably
.......Q. What about the division of labor and hours with respect to the office assistant whose hours were recently increased?
..............A. This is a totally new position with a different set of skills.
The group discussed the length of commitment for the position: would it be only for the rest of this year or would it continue into the future? Further discussion was held on funding such a position. The use of the R.E. Special Fund or possibly money budgeted for youth advisor stipends was suggested.
Rev. Landale raised a process point suggesting that in future staffing proposals should go first to the minister as chief of staff before being presented to the Board.
Membership Discussion: Membership Discussion: Marilyn Junkins, Nisco Junkins, Norma Landy, Audrey Maslin presented a report in which they felt that the current practice, policies and Bylaws regarding Membership should be made consistent with each other; with the manner to be decided by the Board and/or the Congregation.
The Board via an informal vote asked that the Membership Committee not send out a proposed letter designed to determine the membership status of congregants who had not signed pledge cards and continue the current practice. A task force was created to review the current By-laws concerning membership and make recommendations as to how the By-laws might be changed.
David Atkin volunteered to work on this task force. Suzanne Whaley said she would also participate.
Empty Board Position: The Executive Committee recommended that the Board remain short one person until the June elections. After brief discussion, the Board agreed.
Board Budget Priorities: Marta Powers presented a list of budget items coming up for the 2008-09 fiscal year and asked the Board to prioritize them. After discussing them, the following priorities were set:
[NOTE TO BOARD: Based on comments from various Board members, I’ve revised the order.]
- 1. Staff compensation
2. Adding staffing positions or hours
a) Volunteer Coordinator
b) Youth Coordinator
c) Choir Accompanist
3. Facilities
Sarah Hendrickson moved the approval of the position of Youth Coordinator for the limited duration of the current budget year (March – June). Holly Garrow seconded the motion which was passed.
Minister’s Discretionary Fund (MDF):
Sally DeCou moved to adopt the following proposal:
- The Minister’s Discretionary Fund (MDF) shall be used by the Minister (or Senior Minister if/when we have more than one minister) to provide loans and/or gifts to people for short-term needs, at the minister’s discretion. Most commonly, the fund shall be used to support UUCE members and friends, but it may occasionally be used to support individuals and families outside of the church as well. Gifts to charities may be made (for emergencies, for instance), but these may not exceed 20% of the fund for the year. Any individual gifts over $200, or any gifts totaling $500 to the same individual or family in a single twelve-month period, shall be discussed with the Chair of the Committee on Congregational Ministry and Safety.
- Contributions to the MDF will be solicited at the Christmas Eve worship services. Members and friends are welcome to make donations at any time. However, donations will only be solicited at the Christmas Eve services or when the MDF is running unexpectedly low to an unusually high number of requests for assistance.
The MDF shall have its own bank account with one checkbook in the possession of the minister. The minister shall make an annual written accounting of the MDF to the Board, listing each credit and debit by month (not listing names of contributors or individuals or families receiving checks), along with beginning and ending balances for the twelve-month period. Contributions to any organizations will be listed by name and date, with amount given.
The motion was seconded and passed.
FAB Update: A four person budget committee and a three person Financial Oversight Committee are now forming and will be meeting in the near future for a “meet and greet” session with Treasurer Marta Powers, Olga Turner and Sarah Hendrickson as the task force members.
NEW BUSINESS
There was no new business.
REPORTS [Unless otherwise noted they will be in electronic version only
.... • Minister’s Report – Rev. Landale reported that he has been busy with preparing for his Installation
.... • DRE Report- Candee Cole
.... • President’s Report- Olga Turner announced that the AGM would be held from February 29 – March 2 in Tacoma with Rev. Rebecca Parker speaking. 250-300 people are expected
.... • Secretary’s Report
.... • Executive Committee Minutes
.... • Facilities Council Report- Ken Ross
.... • Membership Committee Report
.... • FAB Committee Minutes
.... • Stewardship
ASSIGNMENTS & ANNOUNCEMENTS
A. ASSIGNMENTS
.... • David Atkin to by-laws task force
.... • Suzanne Whaley to by-laws task force
.... • David Atkin – catch up then look forward
.... • Elliot McIntire to by-laws task force
B. APPRECIATIONS
.... • Norma Landy & Marilyn Junkins for their work on membership
The meeting was adjourned at 10:00 with check-out.
Respectfully submitted,
Suzanne Whaley
Secretary
Postponed until February
.... • Events Committee charge, description, recruitment
.... • Cluster Task Force
.... • Nominating Committee statement
.... • Board budget
.... • R.E. Proposal
.... • FAB
.... • Board Retreat