Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of September 8, 2010 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, and Andrea Pixley; and Ex-Officio members Joe Long (Past President), Neal Jones (Minister). Others present were Ann Johnson (Personnel Committee Chair) and Jim Burton (Chair, Interior Subcommittee of Buildings and Grounds Committee).

Call to Order and Establishment of Quorum

The meeting was called to order by Don Mohr at 7:03 PM.  A quorum was present.

Opening Words

Pat Mohr began with a reading by John Buehrens:

We only know two things for certain: “I am,” and “I will die.”  Religion is our response.  Whether it is spoken or unspoken, conscious or unconscious, inherited or chosen, we all have a religion of some sort or another, for religion is not merely a matter of belief or affiliation.  It is a matter of how we choose to live.”    (From “Mind and Spirit”, in A Chosen Faith by John A. Buehrens and Forrest Church, Beacon Press, 1998.)

Consent Agenda

The Minister’s Report and Administrator’s Report were accepted as part of the consent agenda.

Approval of Minutes

On a motion by Andrea, seconded by Elizabeth, the minutes of the August 11, 2010 meeting and August 29, 2010 meeting were unanimously approved. 

Treasurer’s Report

Linda reported that pledge receipts for the first two months of our new fiscal year have lagged behind projections.  We have taken in $18,981 in pledges for July and August versus our budgeted total of $30,833.  While the total pledges received this year have been supplemented by an additional $17,836 in late pledges from last year, the current year’s shortfall of $11,852 is of concern.  It was agreed that the Treasurer should reinstate progress reports on pledges in the Unigram and Orders of Service as one way of providing timely information to members on our Congregation’s finances.

Personnel Committee Report

Ann Johnson presented Personnel Committee recommendations on the nursery and on the custodian’s retirement.  After discussion, a motion was made by Marcia, seconded by Ivy, to approve the hiring of Eloisa Baez Jones as the second nursery worker at $7.50 hour.  The vote in favor was unanimous.  Supervision of the nursery workers has been somewhat unclear in terms of reporting hours worked and arranging backup coverage in case of absence.  A motion was made by Mike, seconded by Elizabeth, authorizing Neal to ascertain the interest of Lisa Casey, Director of Religious Education, in supervising the nursery workers for additional compensation of 2 hours salary per month.  The vote in favor was unanimous.  The Personnel Committee also requested assistance for a December retirement party and gift for our long-serving custodian, John Squire.  A motion was made by Andrea, seconded by Elizabeth, to approve up to $200 for the custodian’s retirement gift and party.  The vote in favor was unanimous.  This expense will be charged against the unbudgeted expenses line (625107).

Finance Committee Issues

Pat and Don proposed a going to a year-round canvass along the lines of that proposed by Wayne Clark, the UUA’s director of Congregational Fundraising Services, in his guidebook (Beyond Fundraising, the Complete Guide to Congregational Stewardship.)  This will be one part of a realignment of the Finance Committee’s workload such that individual members will head up its four areas of responsibility:  income oversight, canvass, budgeting, and fund-raising.  This restructuring will better utilize individual talents and hopefully improve our budget performance.  A motion was made by Mike, seconded by Barry, to approve the appointments to the Finance Committee of Joe Long and Alison Thirkield.  The vote in favor was unanimous.  Joe has agreed to focus on budget development and Alison to head up the new year-round canvass.  Pat Davy will continue to oversee the recording and depositing of funds.  Marcia will follow up with the Leadership Development Committee regarding the position of Chair which has additional responsibilities as an ex-officio member of the Board.

Don and Pat thanked everyone who helped with the submission of our 57 page Chalice Lighter grant application to the Thomas Jefferson District.  We have requested $34,000 to make our foyer and social hall more visibly open and inviting spaces, and to build a new, ecologically friendly playground.  Pending the outcome, no new fund-raising will be planned.  We will proceed with the garage sale and auction that were previously approved.  Due to scheduling conflicts, the garage sale will need to be moved to October 23, 2010.

Strategic Planning Committee

Don discussed the timetable and process for our new strategic planning.  We need to have a Strategic Planning Committee in place so that it can get input and write a vision statement, which we have never had, within the next two months.  Once that has been done, our mission statement and covenant can be revisited for goodness of fit with the vision statement.  Neal and Barry volunteered to serve on the Strategic Planning committee.  Pat will follow up with the Leadership Development Committee for additional recommendations of members.

Mike presented a summary of the remaining goals from our 2006-2011 Long Range Plan, which is attached to the minutes.  This was done in consultation with Mike Paget who provided a detailed status report at our Board retreat.  Most of the original goals have been accomplished.  Progress is underway on many of the remaining goals, which will be referred to the Strategic Planning Committee.  The Board prioritized three of these:  getting an audit of our financial records by the end of the fiscal year; participating in the Green Sanctuary program; and educating the congregation about shared ministry and volunteer roles in support of it.

Space rental

In response to their request, the Board approved the rental of meeting space to NORML (the National Organization for the Reform of Marijuana Laws), upon a motion by Andrea and second by Mike.  The vote in favor was unanimous. This will be in accordance with our rental policy.

The meeting was adjourned at 9:12 PM.

Respectfully submitted by Michael Sullivan, Secretary

August 31, 2010

Remaining Goals from 2006-2011 Long Range Plan

UUCC is now in the 5^th and final year of our current Long Range Plan.  Six topical areas were chosen in 2006 as the clusters in which goals were developed.  A large percentage of these original goals have been accomplished, including major projects like improving the HVAC system.  The remaining goals are listed below.  We recognize that different clusters of priorities may evolve in the new strategic planning process.

Financial

1. Build awareness through frequent and varied reporting of financial status
2. Reform structure of the canvass
3. Get professional audit of financial records

Leadership

1. Develop more explicit guidance for, and recognition of, committee members
2. Arrange offsite backup storage of past minutes

Growth

1. Make DRE position full-time
2. Use Publicity Committee to increase community awareness and participation
3. Develop guidelines for website, including currency, privacy, financial transactions
4. Begin speaker’s bureau and outreach program to local colleges
5. Investigate funding a prison ministry

Membership Development

Staffing

1. Hire a full-time lifespan DRE and Office Administrator
2. Educate congregation about shared ministry and volunteer roles in support of it

Building and Grounds

1. Complete renovation of the campus, based on elements of the Master Plan.
2. Participate in Green Sanctuary program
3. Upgrade building signage including coming events