Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of January 12, 2011 Meeting

Attendance 

Members present were:  Don Mohr (Co-President), Pat Mohr (Co-President), Barry Ahrendt (President-Elect), Linda Brennison (Treasurer), Michael Sullivan (Secretary); Members at Large: Ivy Coleman, Marcia Fletcher, Elizabeth Harris, Andrea Pixley, and Walter Patterson; and Ex-Officio Member Neal Jones (Minister).  Also present for part of the meeting was David Crockett.

Call to Order and Establishment of Quorum

The meeting was called to order by Don at 6:40 PM.  He noted a quorum was present.

Reading and Check-In

Michael read a selection by Forrest Church on “Life is not a given, but a wondrous gift”[1].

All present gave brief personal updates by way of checking in.

Approval of Minutes

On a motion by Elizabeth, seconded by Ivy, the minutes of the meetings of December 8, 2010, December 12, 2010, and January 5, 2011 were approved. 

Consent Agenda

The Minister’s Report and DRE Report were accepted on the consent agenda.

Treasurer’s Report

Linda reviewed the December 31, 2010 financial reports.  Our pledge receipts are on target with the budget.  So are overall revenues and expenditures: with 50% of the fiscal year completed, revenues are at 49.4% of budget and expenses at 48.1%.

Michael noted that what the Board directed last month regarding setting up an expense line item to offset Share the Plate income had previously been done by the Bookkeeper.  It is in the Temporary Restricted Accounts where detailed statements are available.

Linda presented a rationale and recommendation for creating a new position of Assistant Bookkeeper.  This is necessitated by the growth of our congregation and the complexity of our ACS financial accounting system which has complicated the recording of pledges and other contributions beyond the capacity of our volunteers; also, our Bookkeeper is fully extended with her current duties.  We have three main types of financial transactions:  authorization of transactions (Treasurer), recording of transactions (Bookkeeper), and custody of assets (Volunteer Counters/Stewards).  Best accounting practices dictate that these three functions not be performed by the same person.  A motion was made by Walter, seconded by Michael, to accept the Treasurer’s recommendation for hiring an Assistant Bookkeeper at an hourly rate of $13.25 per hour for 10 hours a month.  The vote in favor was unanimous.  Members of the congregation will be eligible to apply.  The job description is being forwarded to the Personnel Committee.  The salary will come from money budgeted for custodial services where the new cleaning services contract will produce savings.

Landscaping Committee Recommendations

Pat and Don presented the design concepts recommended by the Landscaping Committee for the social hall and foyer renovations and the memorial garden.  Renderings of the changes were shared with the Board.  Michael noted that the changes to the social hall/foyer and the new playground were previously approved in the Chalice Lighter grant application.   A motion was made by Andrea, seconded by Ivy, to approve the design concepts of the social hall and foyer renovations, the memorial garden, and the new playground for presentation to the congregation.  The vote in favor was unanimous. 

Interim Custodial Services

Due to the unexpected illness of our new custodian, Will Lamb, additional custodial help is needed.  Neal noted that he and others have been helping out with some housekeeping tasks as needed.  A motion was made by Walter, seconded by Marcia, to approve retaining John Squire, retired custodian, at $10.30 per hour for necessary custodial services until other arrangements are made.  The vote in favor was unanimous. 

Task Force Studying the Annual Basic Cost of Membership

The task force appointed to study the Annual Basic Cost of Membership (ABC) consists of Barry (chair), Linda, Connie Hudson (Finance Committee Chair), and Monica Miller (Membership Committee Chair).  Barry reported their findings and recommendations.  They located all of the financial records needed regarding 2010 waivers for financial hardship; confirmed that pledge cards and statements had been reviewed for accuracy;  determined the total for new member pledges since July 1, 2010 to be $8,500; and offered recommendations regarding the ABC.  In researching this issue, Barry learned that other UU congregations do not use ABC terminology or methodology.  Some use minimum contribution, including the alternative of a congregational service contribution.   Generally a contribution of record is considered an obligation of membership, and making the case for such is considered an obligation of leadership.  In order to have more time to study and discuss the Task Force’s recommendations for specific changes to our bylaws, the Board agreed to hold a Special Meeting on February 23, 2011.

Annual Review of Membership Totals

In order to make our annual report of membership totals to the UUA by the February 1^st deadline, we have been following the procedures specified in our bylaws.  The Executive Committee will act on the Minister’s recommendations for financial hardship waivers of the contribution requirement for the 2011 calendar year.  Letters inquiring about membership status will be sent to those other individuals falling below the financial contribution threshold that was approved by the Board on January 5, 2011.  (See minutes of January 5, 2011 Board Meeting.)  Don recommended using more of a “gentle reminder” letter for those members who have made an unfulfilled pledge as opposed to those members who have neither pledged nor contributed.

Request for Board Members to Serve as Canvassers

There was discussion of the need for canvassers to meet with individual members of the congregation as part of the new year-round canvass.

Upcoming Events

Don reviewed several upcoming events of note:

• Appreciative Inquiry sessions seeking members’ input into the development of our Vision Statement (January 5^th, 28^th, and 30^th);
• a Congregational Conversation including feedback on the building renovation plans on January 16^th;
• a Committee Fair on January 23^rd to give members the opportunity to learn about the work done by our many committees;
• a Members’ Appreciation Party on January 29^th as part of the annual canvass;
• a Congregational Meeting on February 20^th to include consideration of bylaw revisions on inclusion and on an environmental “green” committee.

Planning for a service auction has not yet solidified.

The meeting was adjourned at 8:30 PM.

Respectfully submitted,

Michael Sullivan, Secretary

[1] Reading:

“Life is not a given, but a wondrous gift.  That gift comes with a price attached.  One day something will steal it from us.  That doesn’t diminish our lives; it increases their value.  Fragility and impermanence ensure life’s preciousness.  We can truly love only that which we know we must one day lose.”

Forrest Church, Love & Death: My Journey through the Valley of the Shadow, Beacon Press, 2008, p. 43.