Unitarian Universalist Congregation of Columbia

                                                           Board of Trustees

                                        Minutes of December 19, 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, Caroline Eastman, Elizabeth Harris, Phil Turner, Mike Walker; and Ex-Officio Members Barry Ahrendt (Past President), and Neal Jones (Minister).

Call to Order and Establishment of Quorum

The meeting was called to order by Ann at 6:30 PM. She noted a quorum was present.

Reading and Check-In

Neal presented a Marge Piercy reading, #567, from Singing, the Living Tradition.  Mike Walker later volunteered to provide the reading for the January meeting.  All present gave brief personal updates to check in.

Approval of Minutes

On a motion by Phil, seconded by Elizabeth, the minutes of the November 14, 2012 Board meeting and the minutes of the November 25 – 28, 2012 virtual meeting were unanimously approved.  

Consent Agenda

The Minister’s and Administrator’s Reports were received on the consent agenda.

DRE’s Report

Discussion of the DRE report was centered on increased duties and hours for the position of Youth Coordinator.  Further discussion was tabled until the Personnel Committee has looked into the matter.

Treasurer’s Report

Linda reviewed highlights of her monthly variance report for the month ending November 30, 2012. Total revenues for the fiscal year are running ahead of the planned amount by 6%, somewhat less favorable than last month’s 9%.  Pledges are $3,981 short for the year-to-date, while Plate Collections are more than 15% over. General Fundraising is on target. $1,305 has been donated in memory of Don Mohr, and is classified as “Special Gifts” on the budget.  Due to the shortfall in pledge receipts, reminders will be placed in the Unigram and Order of Service, and Linda will speak during the next service to remind members of the approaching end of the Individual Income Tax year.

Linda opened the discussion of staff bonuses and reviewed the “Holiday Bonus Policy,” adopted November 16, 2011. Robin moved that we issue bonuses in accordance with that policy, Buzzie seconded, and the motion passed unanimously, the board approving holiday bonuses of $450 for 2012. 

Linda presented her revised proposed “Debit Card Policy” for control of debit cards issued to certain UUCC members and staff.  After full discussion, Ivy moved, and Elizabeth seconded, a motion to approve the policy as presented.  The vote in favor was unanimous.  The policy appears in end note[i].

Linda presented her proposed “Policy and Procedure for Receipt of Stock for Pledge Donations.”  After full discussion, Phil moved, and Mike seconded, a motion to approve the policy, with omission of one sentence which imposed a problematic time constraint.  The vote in favor was unanimous. The policy appears in end note[ii].

Installation Committee Conflict-of-Interest Question

Ann reported on the situation regarding the generous offer by one of her sons-in-law, a local professional photographer, to provide a package of professional photos of the upcoming installation, at cost.  The funds are available in the Minister’s Installation Fund, and the offer is made as a favor to Ann.  The board unanimously stated that no conflict-of-interest could reasonably be construed based on the facts of this situation.

Executive Session

On a motion by Caroline, seconded by Elizabeth, the board voted unanimously to go into executive session to discuss a situation relating to security of the congregation.  In executive session, the Board discussed and acted on a confidential matter pertaining to an individual, not a member or friend of the congregation.  The executive session began at 8:08 PM and ended at 8:25 PM.

Nomination of Peter Morales for a Second Term

After a brief discussion of the request from UUA for the church to consider the matter of nominating Peter Morales to serve a second term as President of the UUA, it was moved by Bob, seconded by Linda, and unanimously approved that UUCC nominate Reverend Morales to run for reelection at the 2013 General Assembly.

Proposal for Creating Continuity of Board and Committees

Buzzie presented a proposal to standardize procedures relating to the orientation of new and prospective board members, committee chairs, and board liaisons. The implementation of these procedures is meant to provide the above persons with clear statements of their duties, expectations, and lines of authority, and thereby move the UUCC toward greater professionalism and efficiency.  After discussion, the proposal was tabled for board consideration after Buzzie shares it and solicits feedback from all committees at the January committee night.

Review of Neal’s Letter of Agreement

In old business, discussion was held of the wording of Neal’s Letter of Agreement, which is to be signed at the morning service before Neal’s installation on January 27, 2013.  The only point in question was the appropriate wording of Section 3.2.1, which relates to the payment by UUCC of an amount equal to an employer’s half of Federal Insurance Contributions Act (FICA) taxes.  Note that under Federal Income Tax law, ordained ministers are considered self-employed for purposes of FICA/Self-Employment Tax purposes, though they are considered employees for Federal wage withholding purposes.  After discussion, it was agreed that Bob Whitaker would propose corrected wording and solicit input and agreement from the Board via email.

Strategic Plan Monitoring

There was discussion of the oversight and follow-up to the Strategic Plan, with further discussion deferred until January. It should be noted that on November 16, 2011, the board gave the Shared Ministry Committee the responsibility to monitor implementation of the UUCC Strategic Plan.

Other Business

• Due to more unforeseen delays in obtaining three bids for new door locks, Kevin Eason, Buildings and Grounds Chair, will report to the board at the January 16, 2013 board meeting.
• Discussion of the RE Accounting Procedures, to be led by Ann Cargill (Bookkeeper), is deferred until the January meeting.
• Discussion of the Master Landscaping Plan, to be led by Walter Patterson, Buildings and Grounds Committee, is deferred until the January meeting.
• Report from Morgan Maclachlan, Chair of the Ad Hoc Music Committee, is deferred until the January meeting.

Adjournment

The meeting was adjourned at 8:58 PM.

Respectfully submitted by Bob Whitaker, Secretary

[i]

                                 UNITARIAN UNIVERSALIST CONGREGATION OF COLUMBIA

                                                                  DEBIT CARD POLICY

                                                                  DECEMBER 12, 2013

In order to facilitate purchases on behalf of the UUCC, debit cards will be issued to the following Board of Trustee members, Committee Chairs and Staff during their term of service to the UUCC: President, Treasurer, Director of Religious Education and Chair of the Religious Education Committee. The President and Treasurer will be granted a daily spending limit of $500 enforced by the UUCC’s bank of record at the time of the card issuance. The Director of Religious Education and the Chair of the Religious Education Committee will be granted a daily spending limit of $100 enforced by the UUCC’s bank of record at the time of the card issuance. “Daily spending limit” means a combination of purchases and cash withdrawals occurring within the same 24 hour period. The Treasurer will obtain all the debit cards from the bank including the Treasurer’s debit card.

The Treasurer will be notified by means of an automated online banking alert directed to Treasurer@uucolumbia.org when debit card withdrawals exceed $500.00. Individuals who make debit card cash withdrawals or purchases are required to retain a copy of the debit card receipts for all transactions. As soon as possible, the debit card receipts must be submitted to the Administrator along with a completed “Debit Card Record Form” All debit card receipts will be reviewed and balanced to the UUCC checking account by the Bookkeeper or the Administrator.

In the event of a lost or stolen debit card, the holder will immediately notify the bank of record and the Treasurer so that the card may be cancelled. The Treasurer will verify that the card has been cancelled and closed and will order a replacement card.

When an individual is no longer serving in a role requiring the use of a debit card, the Treasurer will immediately notify the bank to cancel the card. It will be the duty of the Administrator to receive and shred all cancelled debit cards. The Administrator will also maintain in a secure location a list of all active debit card holders along with their debit card numbers. It is the Administrator’s duty to keep the debit card holder lists on file for a minimum of 7 years as required by the UUCC documentation policy.

[ii]

                         UNITARIAN UNIVERSALIST CONGREGATION OF COLUMBIA, SC

               POLICY AND PROCEDURE FOR RECEIPT OF STOCK FOR PLEDGE DONATIONS

                                                               DECEMBER 19, 2012

Gifts of stock will be accepted to fulfill a member’s pledge. Bank to bank transfers are the preferred method of receiving stock donations. The Treasurer will obtain the brokerage

account information from the donor and/or provide the UUCC brokerage account number necessary to facilitate a bank to bank stock transfer.

The stock will be sold by the Treasurer and will be deposited to UUCC main checking account. Any fees incurred for the stock transfer and sale are the responsibility of the donor and will be deducted from the proceeds of the sale of the stock.

Upon completion of the transfer and sale of the stock, the Treasurer or Administrator will notify the donor of the net amount (proceeds of the sale of the stock less any fees) by letter. The Treasurer will also notify the Administrator to make the proper allocation to the donor’s pledge balance.