BOARD REPORTS 2001

December 16, 2001 Congregational Meeting Report
At the congregation's Business Meeting on December 16, 2001, Jack Stevens moved that the $210,000 budget recommended by the Board of Trustees be adopted by the congregation. The motion was seconded by Jim Weldy.

Jim Weldy explained how the budget had been prepared. The budget was discussed in general terms by a Town Meeting on November 18. A budget that reflected the needs of the church was prepared by the Finance Committee and then presented to the Board of Trustees and the Finance Committee at a joint meeting on December 6. This budget initially had a deficit of about $23,000, but at the end of the joint meeting the deficit had been reduced to $12,371. This budget was presented to and discussed at a Town Meeting on December 9. Using input obtained at that meeting, on December 13 the Board of Trustees worked on the budget again and finally agreed to a balanced budget, which was presented to the congregation.

The floor was opened for discussion. Maria added the following amendment, which was seconded by Jim Weldy.  Amendment: If the Pledges & Gifts actually received exceed $185,000, then the first priority shall be to raise the Youth line up to its earlier amount that had been requested in the RE budget. This amendment was debated extensively. The amendment was defeated. 

The congregation returned to the motion to accept the budget. This motion passed with one abstention and one negative vote. The approved budget is available at the church office; it also posted on the bulletin board in the church lobby hallway.

Ken Ross
Secretary of the Board of Trustees
ruthken@pacinfo.net 686-1549

December 13, 2001 Board Report
Howard Coffin reported for the Personnel Committee regarding possible staff health care and insurance options. A full report will be given to the Board at the January Board meeting. Other members of the committee are Chuck Adams, David Franzen, Betty Hosokawa, Jack Stevens.

Ellen Penney provided a report on behalf of the Growth Options Task Force. The chair of the task force, Gil Osgood, indicated that they are almost ready to make a report. They are awaiting the completion of the 2001 canvass and for some other information. Other members of the task force are Kathy Dillon, Bonnie Phipps, Martin Sage and John Wagner.

Kay Crider gave a status report on behalf of the Canvass Co-chairs (Sandra Koelle, co-chair). Kay indicated that they have pledges in excess of $170,000 from over 190 pledging units. Kay also indicated that the expenses of the Celebration Sunday banquet will be covered by their budget plus the special pledges for this purpose. Kay and Sandra are also working on a handbook detailing the process, for the benefit of future canvassers.

The Board discussed the status of the budget after the Town Meeting on Sunday, December 9. At the Town Meeting, attendees discussed an interim proposed budget from the Board that still had a deficit of over $12,000. A balanced budget was created, which was presented to the congregation at the Business Meeting on December 16. This balanced budget included an increase of $5000 in the expected Pledges and Gifts, which seemed warranted in view of the very successful canvass.

Ken Ross
Secretary of the Board of Trustees
ruthken@pacinfo.net 686-1549

November 8, 2001 Board Report
Before the Board meeting, the Executive Committee approved a fundraising proposal by Miriam Pike and Nik Carlson, who represented the Senior UU-th Group. The proposal was to raise funds for the revamping of the playground. The Executive Committee was impressed with the generosity and concern for the younger children. In a related matter, the Board approved a generous restricted donation from Jim and Beth Weldy. The donation is for up to $1000.00 for playground equipment, as matched by other donations on a 1-to-1 basis by February 28, 2002.

The following motion, recommended by the Finance Committee, failed: "The Board will not accept donations of non-negotiable instruments, such as limited partnerships." The Board approved a new policy for undesignated gifts; see the article below.

On behalf of the DRE Advisory Committee, Sheryl Bernheine reported on health care and insurance issues for our Director of Religious Education, Candee Cole. Related issues involving our custodian, Tina James, were also discussed. The Personnel Committee will look into these issues and report back to the Board.

There was a long discussion about space problems based on a report from an information-gathering task force that was appointed in October to explore options for addressing the space problem, including costs. The task force consisted of Howard Coffin, Ruthie Manley and Phil Writer. The membership will hear more about this when there are viable solutions.

Ken Ross, Secretary of the Board of Trustees
ruthken@pacinfo.net 686-1549

October 11, 2001 Board Report
On behalf of the Committee on Ministry, George Carroll presented a proposal for ministerial compensation. It was emphasized that our compensation package is not up to UUA standards, and that we need to work toward meeting UUA fair compensation standards over the next few years in order to be ethical employers in compliance with those standards. The Board of Trustees recommends that next year's budget, which will be prepared by the Finance Committee, reflect the proposal of the Committee on Ministry and also reflect Carolyn's request for increasing the hours per week of Kim Harris, Church Administrator. We also discussed the importance of our membership understanding how much money it takes to run a church our size.

The Board decided to move forward on the Undesignated Gifts Policy, a policy that had been recommended by the Finance Committee at the September Board meeting. See the article in the next newsletter.

At the last Board meeting, Truman Grandy reported on a member's proposed donation to the church of "interest in a limited partnership." After considerable investigation, the Finance Committee recommended that the generous offer be declined because of serious complications. The Board adopted this recommendation. The Finance Committee also recommended that the Board adopt the following procedure for dealing with similar gifts in the future: "The Board will not accept donations of non-negotiable instruments, such as limited partnerships." Action on this general procedure was deferred until the next Board meeting.

There was a long discussion concerning our most serious problem: space. The church is rapidly outgrowing its space. For the long term, the already-created Growth Options Study Group, chaired by Gil Osgood, will study this issue and make recommendations to the congregation. For the short term, the Board has authorized a task force to study the options for solving space needs on Sunday morning. This task force will report to the Board at its next meeting. The issue that brought this into immediate focus was the problem of finding a place for the Discussion Group to meet between 10:00 and 11:00 on Sunday. Immediate short-term solutions are being Investigated. Meanwhile, patience and direct communication among members involved are needed.

Ken Ross, Secretary of the Board of Trustees
ruthken@pacinfo.net 686-1549

September 13, 2001 Board Report
In spite of the horrific events of September 11, the Board conducted its business. The mood was somber, and our minister, Carolyn Colbert, indicated that most of her energy has been devoted to helping people cope with the events of the week. Candee Cole, Director of Religious Education, indicated that she has spent a lot of time working on up-dating various RE handbooks. Several Board members expressed awe that we will have 126 kids in RE this year.

George Koris reported on behalf of the Facilities Council. This is the council that was previously the Building and Grounds Committee. George outlined the recent history and provided a flowchart showing the structure of the council. There will be a Facililites Council Coordinator Facilities Council Treasurer, Volunteer and Task Coordinator, and a Communications Coordinator. At present, there are four subcommittees are Building Interior Maintenance and Improvements, and Building Exterior Maintenance and Improvements, Grounds Maintenance and Improvements, and Work Parties. All the people who have agreed to serve in these capacities are appreciated. George emphasized that the new Council Coordinator is not a chair. The structure is not perfect, but is working and will evolve with time. Lots has been accomplished. George indicated that in the long term we will need a paid building and grounds maintenance person.

On behalf of the Finance Committee, Truman Grandy offered a proposed Policy on how the church handles undesignated gifts. The current proposal is as follows: 1) Any bequest, or gift described as "In memory of..." or with similar wording, of any amount, is considered a donation to the Endowment Fund. 2) Any undesignated gift of $500 or more will be transferred to the Endowment Fund, after any outstanding pledge balance is satisfied. 3) Any undesignated gift under $500 will be transferred to the General Fund, after any outstanding pledge balance is satisfied. This agenda item was tabled until the next Board meeting, with the understanding that Board members will consider the issue before that meeting.

Various agenda items came out of the Board Retreat at the end of August. Most of the issues involved processes for improving communication within the Board and with the church committees and membership. It was agreed that we should pursue calendaring; this was referred to the Committees Council, chaired by Jim Weldy.

The very serious question about allocation of space for use by various church groups was discussed. The bottom line is that we have outgrown the physical limits of our church, and we will have to address this issue soon.

Ken Ross, Board Secretary
ruthken@pacinfo.net 686-1549

August 9, 2001 Board Report
The Board warmly welcomed Jean Weick, who was elected to serve a one-year term as an at-large member of the Board. She replaces Greg Aitken, who resigned from the Board in June.

The Board approved the policy and procedures for having the Board vote by email that was announced in the July newsletter.

The Board is pleased to announce that Anita Cowling has agreed to be the new Board member on the Safe Congregation Committee.

A progress report was received from the Stewardship/Canvass Team, which is in the process of forming. It has very broad support in the congregation. More about this committee will appear in the next issue of the newsletter.

The Board was pleased to hear that the Yard Sale on July 28 was a big success. This was a lot of work for a lot of people, but many people pitched in. In fact, 67 people volunteered to do some work in connection with the yard sale. Of course, many others supported the yard sale by donating and buying goods.

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Kenneth A. Ross
ruthken@pond.net 686-1549

BOARD REPORTS FOR JUNE AND JULY 2001
The Executive Committee of the Board of Trustees has authorized the Treasurer to open an account at Umpqua Bank.

Harlean Richardson gave a report of the Fund Raising Committee. The potential conflict of fundraising and church canvassing in the fall was discussed. It was indicated that the Fund Raising Committee wanted to be sure that the Board supports its proposals. The following motion was approved unanimously. **MOTION: The Board approves of the July 28 fund-raiser, and enthusiastically supports the committee's plans for a yard sale.**

Jim Weldy proposed the "creation of a Committees Council" that would coordinate and support activities of our committees. His ideas included: Vice President would chair and convene the committee; Membership Chair or delegate serve as vice chair/secretary; committee consisting of a representative from each church committee (standing and otherwise). The purposes of this committee might include: improved communication from the board to committees; improved communication from committees to the board; filling committee positions; dealing with overlap in areas of responsibility; dealing with gaps in areas of responsibility; recommending policy changes to the Board; recommending action items for the Board; support for committees in doing the "work" of the church; and calendaring. The following motion passed unanimously. **MOTION: The Board authorizes the Vice President to create a Committees Council, which will include representatives from committees.** The new Committees Council will be evaluated after a few months.

Jack Stevens reported that the Personnel Committee is reorganizing and is seeking a few new members. He also reported that the Building & Grounds Committee continues their strong work with John Wagner as Interim chair.

At the request of the Finance Committee, the Board directed its attention to certain line items of the budget report whose monthly expenses are exceeding the amounts budgeted. The Finance Committee recommended that individuals with responsibility for these expenditures develop a plan to bring future expenses in line with the budget. The Board discussed these items. It was felt that much of the problem has been caused because the budgeting of the line items had to be so tight this year. Ellen indicated that steps will be taken to draw attention to these concerns.

This led to a discussion about the church efforts to raise funds to cover shortfalls in the budget. The Board acknowledged Anne Taylor's excellent Sunday Service presentation regarding Ed Price's matching offer on raising funds for the budget.

Greg Aitken has resigned from the Board. Ellen Pinney has written Greg Aitken acknowledging his resignation from the Board and supporting his action. Ellen has contacted the Nominating Committee for suggestions concerning a one-year replacement. Ellen indicated that the Nominating Committee is moving ahead, but it does not yet have a selection to recommend. In view of the proposed policy change about voting by email (see separate article) and the importance of the new Board member being able to attend the August Board meeting and the Board Retreat in late August, it was agreed that the Board would vote on Greg's replacement by email, but not until after the selection was publicized on UU-NEWS and at a Sunday service.

Concerning committees and their relationship to the Board, here's a policy adopted by the Board June 13, 1996. **6-96.2 At its first meeting in June, the new Board of Trustees shall choose Board members to be liaisons to the major committees of the church.** The following assignments were agreed to, and liaisons to other committees will be addressed at our August Board meeting. Worship Associates (Ellen), Religious Eduation Committee (Ellen), Membership Committee (Harlean), Buildings and Grounds Committee (Jack), Finance Committee (Barbara), Personnel Committee (Jack), Planned Giving Committee (Barbara), Unitarian Universalist Service Committee (Jim), Bylaws Task Force (Ken).

The Board affirmed Joyce Thomas as a member of the Safe Congregation Committee to replace Kathy Dillon. The remaining position on this committee, which needs to be Board member, will be announced soon.

Ken Ross, Secretary of the Board

BOARD PROPOSES POLICY CHANGE
In addition to the formal bylaws, the church is governed by an elaborate collection of Policies. There is even a Policy on Policies, which includes procedures for changing Policies. In accord with these procedures, the Board reviewed the following proposed policy change and agreed to go forward. Thus it is being announced in the this newsletter (and on UU-NEWS) with Ken Ross as contact person. The proposed policy change will then be voted on at the next Board meeting. The purpose is to allow the Board to conduct routine business by email, and yet avoid such actions when (at least two) Board members feel that the business is not routine and deserves a face-to-face discussion at a Board meeting.

June 7, 2001 Board Report
1. The Executive Committee of the Board of Trustees has authorized the Treasurer to open an account at Umpqua Bank.

2. Greg Aitken has resigned from the Board. Ellen Pinney has written Greg Aitken acknowledging his resignation from the Board and supporting his action. Ellen has contacted the Nominating Committee for suggestions concerning a one-year replacement.

3. Ellen Pinney indicated that the Stewardship Committee has been brainstorming by email and making progress.

4. Harlean Richardson gave a report of the Fund Raising Committee. The potential conflict of fundraising and church canvassing in the fall was discussed. It was indicated that the Fund Raising Committee wanted to be sure that the Board supports its proposals. The following motion was approved unanimously. **MOTION: The Board approves of the July 28 fundraiser, and enthusiastically supports the committee's plans for a yard sale.**

5. Concerning committees and their relationship to the Board, here's the policy adopted by the Board June 13, 1996. **6-96.2 At its first meeting in June, the new Board of Trustees shall choose Board members to be liaisons to the major committees of the church.** This policy has not been followed lately. There were problems with this policy. Liaisons tended to be or become chairs. Also, their reports to the Board ate up lots of time.

6. In the spirit of that policy, Jim Weldy proposed the "creation of a Committees Council" that would coordinate and support activities of our committees. His ideas included: Vice Pres would chair and convene the committee; Membership Chair or delegate serve as vice chair/secretary; committee consisting of a representative from each church committee (standing and otherwise). The purposes of this committee might include: improved communication from the board to committees; improved communication from committees to the board; filling committee positions; dealing with overlap in areas of responsibility; dealing with gaps in areas of responsibility; recommending policy changes to the Board; recommending action items for the Board; support for committees in doing the "work" of the church; and calendaring. The following motion passed unanimously. **MOTION: The Board authorizes the Vice President to create a Committees Council, which will include representatives from committees.** The new Committees Council will be evaluated after a few months.

7. There was a discussion about voting by email. The following motion passed. **MOTION: That the Board shall approve minutes by email.** The Secretary provided the following **NOTICE OF MOTION: Routine or non-controversial motions may be brought to the Board by email, by any member of the Board. The Secretary will circulate the motion and tally the votes. Members may vote "aye" or "defer" (meaning defer until the next meeting), and they may change their votes after voting. Members should share their votes and accompanying votes with all Board members. If more than one Board member votes to "defer," then the motion will be deferred. Otherwise, if the motion receives at least six "aye" votes, the motion passes.** This motion, and some proposed procedures, will appear in the agenda for the next Board meeting.

8. Jack Stevens reported that the Personnel Committee is reorganizing and is seeking a few new members. He also reported that the Building & Grounds Committee continues their strong work with John Wagner as Interim chair.

9. The Board discussed its main priorities for the August Board Retreat facilitated by Anne Heller, District Executive.

Kenneth A. Ross, Secretary, 686-1549

May 24, 2001 Board Report
1. This was the Board meeting of transition. Departing Board members Nancy Bowman (Secretary), Lynn Smith, Lisa Texeira, and Joyce Thomas were thanked for their service on the Board. New incoming members Anita Cowling, Barbara Greenley, Ruthie Manley and Ken Ross (Secretary-Elect) were welcomed.

2. A report from the Buildings & Grounds Committee was received. John Wagner has agreed to serve as interim chair of the Buildings and Grounds Committee.

3. It was announced that George Carroll will be the new member of the Committee on the Ministry. He will replace Dennis Reynolds, whose term expired.

4. Work on the charge for the Stewardship Committee is an ongoing project of Ellen Pinney, Harlean Richardson and Lisa Texiera.

5. The Bylaws Review Task Force has selected a chair (Truman Grandy) and secretary (Ken Ross).

6. The Board Retreat was discussed. Anne Heller will facilitate this year's Retreat, which will take place Friday evening, August 24, and Saturday, August 25.

7. The schedule of Board meetings for the next twelve months was discussed. The formula agreed upon was to meet at 7:00 on Thursdays as follows: June 7, July 5, and the second Thursdays of the month thereafter except when there are notable conflicts like the Eugene Symphony.

Kenneth A. Ross, Secretary, 686-1549

Annual Congregational Meeting - APRIL 29, 2001
1. A quorum was present for our congregational meeting on April 29, 2001. Board President Ellen Pinney called the meeting to order at 12:30 during an RE fundraising luncheon, and lit the chalice. Board members expressed words of appreciation for several church members and friends. Among them were Kim Harris, the church administrator; Tina James, the custodian; Candee Cole, Director of Religious Education; Linda Anson, Building and Grounds Committee chair; ushers and greeters and many other volunteers, including Charlotte Writer, Leslie Murphy and Diane Maria.

2. Suzanne Durland presented the report of the Nominating Committee, and the congre-gation voted for several new Board members and a new Nominating Committee. Re-elected Board members are: Ellen Pinney, President, and Jim Weldy, Vice President. Newly elected Board members are: Ken Ross, Secretary; Anita Cowling, member-at-large; Barbara Greenley, member-at-large; Ruthie Manley, member-at-large. Newly elected members of the Nominating Committee are Daniel Blades and Joyce Thomas. Suzanne Durland is a continuing member. Linda Anson, chair of the Buildings and Grounds Committee, gave a report to the congregation on removal of Douglas fir trees from the oak savanna surrounding the church, referring to the maintenance of the present surroundings and the lessening of fire hazard. The Board had previously accepted the tree removal proposal.

3. Truman Grandy reported on the Bylaws Review Task Force. Meetings will be held the 4th Thursday of each month at 5:15 pm. Bylaw amendments from the Finance Committee were offered and discussed. After considerable discussion, they were referred to the Bylaws Review Task Force.

4. Gil Osgood read the charge of the newly created Growth Options Study Group.

5. Finally, Candee Cole reported that the RE fundraising luncheon was a success.

Kenneth A. Ross, 686-1549