Unitarian Universalist Congregation of Columbia

                                                           Board of Trustees

                                        Minutes of October 17, 2012 Meeting

Attendance

Trustees present were:   Ann Johnson (President), Ivy Coleman (Co-President Elect), Robin Scherer (Co-President Elect), Linda Brennison (Treasurer), Bob Whitaker (Secretary); Members at Large: Buzzie Kelly and Elizabeth Harris; and Ex-Officio Members Barry Ahrendt (Past President), 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 6:31 PM. She noted a quorum was present.

Reading and Check-In

Linda read a selection by Mark Morrison-Reed from the UU hymnal Singing the Living Tradition. All present gave brief personal updates to check in.

Approval of Minutes

On a motion by Ivy, seconded by Buzzie, the minutes of the August 15, 2012 meeting were unanimously approved.   On a motion by Ivy, seconded by Elizabeth, the minutes of the September 19, 2012 meeting were unanimously approved.

Consent Agenda

The Minister’s Report was received on the consent agenda.  The Administrator’s and DRE’s Reports had not been received by the time of the meeting.  Neal will follow up with them.  The Treasurer’s Monthly Variance Report was removed for further discussion.

Treasurer’s Report

Linda reviewed highlights of her monthly variance report for September. Linda reported that the budget picture was the best she had seen in years. Total revenues at September 30, 2012 were strong due to very good pledge receipts, generous plate collection contributions and successful fund raising for the minister’s installation. Total revenue of $83,786 exceeded the amount budgeted by 10%.  Funds contributed for the minister’s installation totaled $7,200.  Expenses were within budget save for a few small and explainable overages.

Linda reported that she, the President of the Board and the Secretary of the Board met with Eric Gluse, BB&T Brokerage Officer, to open a brokerage account to accept the gift of stock shares from an anonymous donor. The value of the stocks transferred on October 5, 2012, totaled $100,555.

Linda added that she had arranged an October 30, 2012 meeting with Jackie Breland, CPA, to begin the bookkeeper review previously approved by the Board.  Linda presented her working version of a new debit card policy for the UUCC; procedures were discussed, and she will present the final version at the November board meeting.

Finance Committee Fundraising Activities Update

Michael Sullivan provided an update of Year-to-Date fundraising by the Finance Committee, highlights of which included collection of prior year pledges in the amount of $5,494.50, donations received for the Minister’s Installation of $8,185, and Fall Fling donations (including commitments) of $3,045.  The total raised this fiscal year is $16,724.50, of which $7,070 was raised since last month’s board meeting.

Door Locks Presentation

Kevin Eason, Buildings and Grounds Chair, discussed the basis of his door lock and panic bar estimates included in his October 16, 2012 email to the board.  After discussion, the Board asked Kevin to obtain three estimates and report to the board at the November Board meeting.

Vote to Replace At-Large Board Member

A vacancy on the Board was caused by the selection in October of Bob Whitaker to fill the office of Secretary, following the resignation of the former Secretary.  In accordance with the bylaws of the congregation, a vacancy among the members may be filled by a majority vote of the remaining voting members of the Board, upon consultation with the Leadership Development Committee. The person so elected shall serve until the next Annual Meeting at which time the position shall be filled by nomination and congregational election.  On a motion by Linda, seconded by Elizabeth, Phil Turner was nominated to serve as Board-Member-at-Large 5.  The vote in favor was unanimous. Mike Sullivan offered to repeat, for Phil and for those who missed it, his presentation given at the August 25, 2012 Board Retreat. The presentation covered the core functions of the board, and the responsibilities of individual board members.

December  Congregational Meeting

A special congregational meeting is scheduled for December 2, 2012, immediately following the service.  The purpose of the meeting is to conduct a congressional vote to call Reverend Jones as the called, or settled, minister of the Congregation.  The Secretary will cause the written notice of this meeting to be published in the Unigram of October 24 and again in the Unigram of November 14, 2012.

Appointment of an Ad Hoc Planned Giving Committee

On a motion by Ivy, seconded by Elizabeth, an Ad Hoc Planned Giving Committee was formed by unanimous vote, with Don Dodson (chair), Robin Scherer, Phil Turner and Bob Whitaker as members, with the Treasurer and Chair, Finance Committee as ex-officio members.   By the February, 2013, Board meeting the committee is to present to the Board of Trustees recommendations for an enabling resolution to be approved by the congregation.  The enabling resolution should:

• Establish a planned giving program.
• Define the purpose, governance, and operating procedures of an endowment fund.
• Specify the lines of responsibility and accountability between the oversight committee(s) for the planned giving program and the endowment fund and the Board, the Treasurer, and the Finance Committee, and others.

In addition, the Ad Hoc Committee is asked to develop and recommend to the Board:

• A mission statement for the planned giving program.
• An endowment document spelling out policies for receiving restricted and unrestricted gifts, types of acceptable gifts, reviewing and approving gifts, and procedures for liquidating stocks.
• A policy on distributions defining how much of the endowment fund may be spent, for what purposes, and with whose authorization.
• Guidelines for the management of the endowment fund.

Other Business

• Due to the conflict with Thanksgiving, the date of the November board meeting was changed to the second Wednesday, November 14, 2012. Ann will notify absent Board members, the Administrator, DRE, and Buildings and Grounds Chair.
• The next Annual Meeting of the Congregation shall be held in the sanctuary on May 19, 2013, immediately following the service.
• The Board discussed the responsibilities of the board liaisons to committees. Buzzie will write up the duties of the board liaison, including the duties of committee members and chairpersons in the bylaws.
• A motion was made by Ivy, seconded by Linda, to reimburse the DRE the amount of $525 for Hogwarts Camp tuition paid for her children to attend. The motion was approved unanimously. Payment will be made from the RE Summer Program (Line item 614540).

Adjournment

The meeting was adjourned at 9:05 PM.

Respectfully submitted by Bob Whitaker, Secretary