Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of May 11, 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 Members Connie Hudson (Finance Committee Chair), Neal Jones (Minister) and Joe Long (Past President).

Call to Order and Establishment of Quorum

The meeting was called to order by Don at 6:34 PM.  He noted a quorum was present.

Reading and Check-In

Pat read a selection by Aristotle, quoted by Rev. Galen Guengerich in one of his daily meditations from All Souls Unitarian Church.[1]  All present gave brief personal updates by way of checking in.  Members expressed their thanks to Andrea Pixley for her many contributions to UUCC; this was her final Board meeting before her family’s move to Texas.

Approval of Minutes

On a motion by Barry, seconded by Elizabeth, the minutes of the April 13, 2011 and April 27, 2011 meetings were unanimously approved. 

Consent Agenda

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

Treasurer’s Report

              Linda reviewed the April 30, 2011 financial reports.  Pledges have continued to come in ahead of budget, with $158,284 received versus $154,166 projected.  Overall revenues are slightly under budget at $177,045. Overall expenses are also under budget at $179,014, reflecting a slight deficit of less than 1% of total budget.

Linda reported that she and Don and Pat had met with Stephen Roberts of BB&T bank regarding renewal of our line of credit which is actually $125,000.  She had furnished the required documentation of 3 years of our budgets and balance sheets.  A “desk top” appraisal of our property and building costing $200 will be needed rather than the tax value used for the original loan.   An executed Borrowing Resolution is also required, and will be approved by the Board after the election of new officers at our annual meeting.  BB&T recommends a 62 month renewal which will accommodate our fiscal year and yield savings over more frequent renewal fees.

Linda also updated the Board about the cost and payment arrangements for our insurance.  Our Workers’ Compensation premiums can vary based on number of employees and liability associated with the types of work.  Currently it is $1,293 a year paid in four installments (January, April, August, and October).  Our Multi-Peril coverage for property and liability has a 10 month payment plan and current annual premium of $5,062.

Annual Meeting Agenda and Procedures

Michael requested volunteers to help at the sign-in table as only voting members will be given election ballots.  Andrea, Barry, and Elizabeth volunteered, and Walter will direct people to the designated entrance area.  There was discussion of the format of the paper ballots; spaces will be provided in the event of nominations from the floor.  Don indicated that we will not be asking for a vote on using our line of credit to supplement building renovation funds at this meeting since construction bids are still pending.  Notice of the items to be voted on has been provided 15 days in advance of the May 22, 2011 meeting date.  They are:

• approval of minutes of the May 23, 2010 and February 20, 2011 congregational meetings;
• election of Officers, Trustees, and Leadership Development Committee members;
• adoption of the 2011-2012 budget;
• consideration of the proposed bylaws amendments.

Don will ask at least two of our high school students to serve as ballot counters.

Board Retreat Date

Barry requested a date for the Board retreat in the summer.  Saturday August 20, 2011 was agreed to by the continuing Board members.

Status of Renovation Projects

Don reported that Betsy Kaemmerlen had suggested some changes to the design of the windows to be installed in the social hall based on her research of the original architecture.  A new request for bids has been sent to firms recommended by the Boudreaux Group which had done our building master plan several years ago.  Bids are anticipated soon.  Hopefully the Board will be able to review bids and approve a contractor at its June meeting.

The RE program has been making progress on renovating the playground and has the funds for a new swing set.  Barry requested that the Board receive a current budget of the playground renovation costs; $7,000 of our $27,000 Chalice Lighter grant has been earmarked for this project.

Proposed 2011-2012 Budget

The Executive Committee met on May 8, 2011 to find ways to close the gap between revenues and expenses in the draft 2011-2012 budget.  Don presented their recommendations to increase revenue and decrease expenses in order to balance the budget.  The Board spent considerable time reviewing these suggestions and made a couple of additional changes.  After thorough discussion, a motion was made by Walter, seconded by Ivy, to recommend to the congregation a balanced budget for 2011-2012 with revenues of $228,756 and expenses of $228,756.  The vote in favor was unanimous.  This represents a 6% increase over the 2010-2011 budget, made possible by the highly successful canvass chaired by Alison Thirkield, coordinated by the Canvass Committee, and carried out by our 31 canvassers.  A copy of the proposed budget will be emailed to the congregation’s email list the next day.

Some Thoughts about Vision and Mission

Don highly recommends the book Governance and Ministry: Rethinking Board Leadership by Rev. Dan Hotchkiss (Alban Institute, 2009).

Announcements/Upcoming Events

There was brief discussion of the budget review meeting for interested persons on May 14, 2011; the UUA General Assembly in Charlotte, NC next month; and deferring the next Congregational Conversation with the Board in view of the upcoming Annual Meeting.

Adjournment

The meeting was adjourned at 8:56 PM.

Respectfully submitted,

Michael Sullivan, Secretary