Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of August 15, 2012 Meeting

Attendance 

Trustees present were:  Ann Johnson (President), Ivy Coleman (Co-President-Elect), Robin Scherer (Co-President-Elect), Linda Brennison (Treasurer), Bauer Westeren (Secretary); Members at Large: Bob Whitaker, Buzzie Kelly, Caroline Eastman, Michael Walker; and Ex-Officio Members Neal Jones (Minister) and Michael Sullivan (Finance Committee Chair).

Call to Order and Establishment of Quorum

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

Opening Reading and Check In

Mike Walker read “Responsive Reading” # 601.

Question Regarding Minister’s Report

Michael Sullivan asked about the reported meeting of Rev. Neal Jones with the Shandon Neighborhood Association.  Neal reported that the cost to advertise in their newsletter is too expensive.

Approval of Minutes

On a motion by Mike Walker, seconded by Ivy, the minutes of the July 18, 2012 meeting were unanimously approved.

Recommendation to Use Skype

The potential for absent Board members to use Skype during meetings was discussed.  Ivy and Neal both said that their computers could be used for this purpose.

Several Issues for Board Consideration

The Board was asked to weigh in on several issues:

They agreed, with no official vote necessary, that with respect to the upcoming retreat of the Southeast District Board of UUA at UUCC, no rental charges would apply.  They agreed, with no official vote necessary, that decisions regarding a program in conjunction with Harvest Hope for “turkeys for the poor” should be sent to the Social Action Committee for consideration.

Discussion regarding a congregational trip to The Mountain was briefly discussed, and then tabled by Ann, so that work to form a committee to organize such a trip could be done.

Discussion regarding the Interior Committee’s proposed Fire Safety policy was deferred,  as it had not been submitted in time for the agenda.  The “Fire Codes” section was sent to the “Safe Congregations” committee, and the other sections were sent to Jim Burton for feedback.

Ad hoc Committee for Rev. Jones’ Installation

On a motion made by Buzzie, seconded by Ivy, the Board appointed an ad hoc committee, consisting of Neal Jones, Ann Johnson, Janet Swigler, Marcia Fletcher, and others to be determined by the committee, to plan for the ceremonies for  the Installation of Neal as our  called minister.

Financial Report

Linda reported that we exceeded our pledge target for 2011-2012.  The follow-up letter sent by the Finance Committee to request payment on 2011-2012 pledge balances achieved its goal.

Linda gave a follow-up report on the previous discussion of the $5,000 bequest from the estate of Betty Glad.  The Bookkeeper has transferred $2,500 of this amount from its  restricted account  (800022 – Glad Fund for Building and Grounds ) to operating funds effective July 2012 as per the budget adopted by the Congregation.

Michael Sullivan discussed the changes to the 2012-2013 budget that the Board has made since its adoption by the congregation.  These were to correct an underfunding of $790 in the Minister’s salary and to allocate $560  for OWL training.    After consultation with Linda and Ann Cargill (Bookkeeper), all three recommend that any future adjustments to the budget be handled not by changing the budget but by utilizing carryover funds from 2011-2012 that will be placed in a restricted reserve account.  The Board agreed with this procedure.

Fundraising

Michael Sullivan reported that the Fall Flings are being organized and getting ready to begin.  In this regard, the Finance Committee recommended the addition of a Fall Flings Preview consisting of a Fantasy Football League (organized by Brian Dudick and Kevin Eason) in which all revenues will go to UUCC.  Robin moved that a Fantasy Football league be allowed to form as a Fall Fling Preview.  Linda seconded the motion, which was passed unanimously.

Michael Sullivan also presented the Finance Committee’s plan to raise funds for the Minister’s Installation Ceremony by a letter sent out to each member of the congregation asking for donations.  $5,000 is the amount that has been estimated in the budget to cover the total costs.  These include travel and lodging costs for the guest Ministers invited by Neal, and the food and beverage catering costs for the reception following the installation ceremony on January 27, 2013.

Budget Surplus

The Treasurer reviewed the July 2012 Balance Sheet, and explained that the Undesignated Fund Balance of $7,740.60 (line item 310000) represents a carryover budget surplus.  Robin moved that the “Undesignated Fund Balance” be considered as a Restricted Reserve account for use as directed by the Board.  Mike Walker seconded the motion, and the Board passed it unanimously.

Executive Session

Ivy moved that the Board go into Executive Session to discuss a matter pertaining to the Memorial Garden.  Buzzie seconded the motion, and the Board unanimously approved.

After discussion, Linda moved that an expense line item be created in the budget for a restricted fund for the Memorial Garden, in accordance with Memorial Garden Policy.  Robin seconded the motion, and it was passed unanimously by the Board.

Mike Walker moved that the Board leave Executive session, and Bob Whitaker seconded.  The Board unanimously approved.

Question Regarding Tech Support

Caroline, as liaison to the Technology Committee, was asked if rental of the soundboard also included tech support.  It was determined that it does not.  The Board discussed whether it should be an option, and Caroline will have a discussion with the Technology Committee about the individual amount to hire someone during a rental event.

Adjournment

Robin moved that the meeting be adjourned, with Mike Walker seconding the motion.  The Board approved unanimously, and the meeting was adjourned at 9:07pm

Respectfully submitted by Bauer Westeren, Secretary