Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of April 18, 2012 Meeting

Attendance 

Trustees present were:  Barry Ahrendt (President), Ann Johnson (President-Elect), Linda Brennison (Treasurer), Michael Sullivan (Secretary); Members at Large: Ivy Coleman, Elizabeth Harris, Buzzie Kelly, Walter Patterson, and Bauer Westeren; and Ex-Officio Members Neal Jones (Minister), Don Mohr (Past Co-President) and Pat Mohr (Past Co-President).  Also present was Robin Scherer, Personnel Committee Chair.

Call to Order and Establishment of Quorum

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

Reading and Check-In

Barry read a selection by Thomas Merton[1].   All present gave brief personal updates by way of checking in.

Approval of Minutes

On a motion by Barry, seconded by Buzzie, the minutes of the March 21, 2012 meeting were unanimously approved.

Consent Agenda

The Minister’s Report was received on the consent agenda.  The DRE Report, Administrator’s Report, and Treasurer’s report (including the monthly variance report) were removed for further discussion.

Treasurer’s Report

Linda reviewed the budget variance report for the month of March.  Pledges continue coming in ahead of schedule, with $160,007 received versus $153,165 budgeted.  However, some of these funds may represent pre-payments on 2012-2013 pledges and need to be shifted to next year’s pledges; this will be investigated.  Plate collections have almost caught up to budget thanks to the new Share the Plate policy.  Overall revenues of $175,030 do not reflect pending transfers out for next year’s pledges and the $5,000 gift from the estate of Betty Glad.  Expenses continue to come in under budget by 3% at $164,461, due to lower utility bills, staffing costs, and mainly the delay in higher debt service payments for the new construction.   The net impact of the pending revenue transfers will negate the apparent surplus of $10,568.  Board members complimented Linda for the variance reports which simplify the budget highlights.

Other Reports

Michael made note of the vitality and success of the RE program as reflected in the DRE report.  Barry clarified an issue pertaining to technology services support for administration mentioned in the Administrator’s report.  A motion was made by Barry, seconded by Ivy, to approve an expenditure of $80 from Board contingency funds for Microsoft Publisher software for the Administrator.  The vote in favor was unanimous.

Annual Canvass Report

Barry and Neal reported that we have reached our canvass target of $195,000 in pledges for 2012-2013.  A few pledges remain outstanding.  The Board commended Sue Thayer and the canvass team for their excellent work!  There was discussion of additional sources of revenue as well.

Executive Session: Personnel Evaluations

Upon a motion made by Barry, seconded by Michael, and passed unanimously, the Board convened an executive session, with Robin Scherer participating as Personnel Committee Chair, for discussion of personnel evaluations.  The Board approved the glowing evaluation of Rev. Neal Jones that had been drafted by the Executive Committee in the comprehensive format required by UUA for ministers receiving preliminary fellowship.  There was also discussion of criteria recommended by the Personnel Committee for non-contract staff raises.  These are as follows:  Below expectations = no raise; Meets expectations = cost of living raise (currently 1.6% annual inflation rate); Exceeds expectations = 3% raise.  However, specific compensation decisions are being deferred pending further development of the 2012-2013 budget.  Michael requested Board access to staff evaluations written by Neal as part of this decision-making process, consistent with the Board’s fiduciary responsibility.

Construction Update

Don reported satisfactory completion of the construction contract by our contractor, Contract Construction.  Some work not included in that job remains to be completed, including the installation of permeable pavers in the courtyard.  Costs are being explored.

2012-2013 UUCC Budget

Ivy Coleman led the Board in a first pass at putting together the 2012-2013 budget.  Due to the length of this discussion, all remaining agenda items but one were deferred to the May meeting.  A special Board meeting to continue development of the budget was scheduled for May 9, 2012.

Other Business

A motion was made by Barry, seconded by Michael, to appoint Don and Pat as two of our four delegates to the annual meeting of the UUA Southeast District.  The vote in favor was unanimous.  This meeting will take place on May 4^th and May 5^th in Richmond, Virginia.

Adjournment

The meeting was adjourned at 9:22 PM.

Respectfully submitted by Michael Sullivan, Secretary

[1] My successes are not my own. The way to them was prepared by others. The fruit of my labors is not my own: for I am preparing the way for the achievements of another. Nor are my failures my own. They may spring from the failure of another, but they are also compensated for by another’s achievement. Therefore the meaning of my life is not to be looked for merely in the sum total of my achievements. It is seen only in the complete integration of my achievements and failures with the achievements and failures of my own generation, and society, and time.
(Thomas Merton, 1915 – 1968)