Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of June 20, 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, and Bauer Westeren; and Ex-Officio Members Don Mohr (Past Co-President) and Pat Mohr (Past Co-President).  Also present were the following 2012-2013 Board Members-Elect:  Robin Scherer (Co-President-Elect), Caroline Eastman, and Bob Whitaker.  In addition, Keitha Whitaker was present (partial attendance).

Call to Order and Establishment of Quorum

The meeting was called to order by Barry at 6:36 PM.  He noted a quorum was present.

Reading

Barry read a selection by George Bernard Shaw[1].

Approval of Minutes

On a motion by Barry, seconded by Elizabeth, the minutes of the May 16, 2012 meeting were unanimously approved.

Consent Agenda

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

Treasurer’s Report

Linda reviewed highlights of her monthly variance report.  Our YTD revenues and expenses both show positive variances, with revenues of $211,689 exceeding budget by $1,111, and expenses of $203,643 coming in under budget by $6,933, resulting in a surplus of $8,045.  Among the revenue line items showing good performance are pledges, plate collections, and building rental income.  Among the expense items showing savings are staff compensation (fewer hours needed from custodian) and debt service (due to delayed loan payments for new construction).  There was brief discussion of possible uses for any year-end surplus.

Safe Congregation and Young Adult Task Forces

The RE Committee previously recommended the establishment of a task force to create a Safe Congregation Policy for UUCC.  Keitha Whitaker described her involvement in leading such an effort at the UU Church of Tallahassee.  She indicated that UUA has extensive resources in this area, including a Safe Congregation Handbook (http://www.uua.org/safe/handbook/index.shtml).

A motion was made by Barry, seconded by Ivy, to establish an Ad Hoc Committee to develop a Safe Congregation Policy to be chaired by Keitha Whitaker, and to include members from the RE, Building and Grounds, Membership, and Personnel Committees.  The vote in favor was unanimous.  Members with relevant backgrounds in teaching, pediatrics, law enforcement, legal services, and insurance will be sought.  Don mentioned that we already have policies dealing with safety and with disruptive persons.

The RE Committee had also requested creation of a task force to address the needs of young adults in our congregation.  Buzzie, the Board’s RE liaison, indicated the specific focus would be on how best to transition young adults out of the RE program and into age appropriate programming.  There was discussion of various options including two which did not receive consensus support (referring the task to the Shared Ministry Committee, and developing policies and procedures for young adults).  The Board felt the need for more information before taking action and requested a focus group of young adults be convened for soliciting their suggestions and recommendations about this issue.

Appointment of Committee Chairs and Board-Appointed Members

The Board discussed two issues that arose in response to the recommendations of the Leadership Development Committee for committee chairs.  One was the need for a clearly identified chair to be designated for the Building and Grounds Committee in view of its budgetary responsibilities for $10,000 in maintenance and repairs.  The Board referred this back to the Leadership Development Committee for such a recommendation.  The other issue was a discussion, held in executive session, of the slate of three individuals proposed for the Board-appointed member to the Shared Ministry Committee.  The following actions were then taken.

A motion was made by Barry, seconded by Buzzie, and unanimously approved, to appoint Michael Sullivan as chair of the Finance Committee, and to appoint Pat Mohr and Bob Whitaker as members.  The Board expressed its great thanks and appreciation to Connie Hudson who had to resign from the committee due to health reasons.

A motion was made by Barry, seconded by Don, and unanimously approved, to appoint Mike Paget to the Shared Ministry Committee.  Barry indicated that his own relocation to North Carolina would preclude his participation on the committee as Past President.

By the same motion, unanimously approved, the Board appointed the following committee chairs:  Dean Smith for Personnel; Beth Johnson for Religious Education; and Bauer Westeren and Sharon Givens for Social Action (co-chairs). 

              Barry noted that the following committee chairs will be continuing:  Sandy Chubon for Caring and Hospitality; Don Mohr and Pat Mohr for Denominational Connections; Michelle Andra for Green Sanctuary; Alison Thirkield for Membership; and Kevin Meredith for Worship.  The continuing Ad Hoc Committee chairs are Joyce Brannan for Adult RE; Marcia Fletcher for Publicity; and Karl McCollester for Technology Services.  Additionally, Anita Grossman will continue to chair the Animal Ministry interest group.

Board Recognition of Volunteers

The Sunday service on July 1, 2012 will feature recognitions of off-going Board members and outstanding volunteers.  On a motion by Barry, seconded by Ivy, the Board unanimously approved recognition of the following persons for their contributions to UUCC this past year: Connie Hudson as Volunteer of the Year; Sarah Pregnall as RE Volunteer of the Year; and Marie Huntt and Marilyn Miss as Unsung Heroes of the Year.

Approval of Minister’s Contract

Barry noted that Neal had submitted some corrections to his proposed contract regarding his retirement plan and rate of compensation.  Linda explained that Neal’s salary increase had been mistakenly calculated only on his salary rather than on his salary and housing allowance.  The corrected amount also affects the amounts budgeted for his insurance, FICA withholding, and benefits.  A motion was made by Barry, seconded by Ann, to add a total of $790.32 to the minister’s total compensation as recommended by the Treasurer, with the additional sum to come from the 2011-2012 FY surplus, and with the line item breakdowns corrected as follows:

                             611001 – Minister Salary                                     $48,701.91

                             611102 – Minister Housing                                 $20,000.00

                             611003 – Minister Insurance                              $3,224.42

                             611105 – Minister Pension                                   $6,870.19

                             611106 – Minister SS/Medicare                          $5,255.70

                             611107 – Minister Professional Expense         $6,870.19

                             Total Minister                                                          $90,922.41

The vote in favor was unanimous.

Renovations Update – Unfinished Items

Don updated the Board on the status of remaining renovations and major repairs.  To complete the recent renovations, we need to get electrical service connected and lighting installed at the new outdoor sign, and to build the meditation space in the Memorial Garden.  The Board requested bids for the electrical work at the July meeting.  The planning group is finalizing the design for the interior of the Memorial Garden.  In addition, there are major repairs outlined in the strategic plan that remain to be funded and completed, including expanding and upgrading the restrooms, and refinishing the ceilings in the sanctuary and social hall.  In the interim, the City of Columbia will be contacted to reinstall the bike rack.  On a motion by Barry, seconded by Don, and approved unanimously, the Board authorized the expenditure of up to $500 for the purchase of a second bicycle rack. 

Other Business

Barry and Ann gave brief updates on several pending items that will be taken up by the new Board.  The Board retreat is scheduled for August 25, 2012 at UUCC.

Adjournment

The meeting was adjourned at 8:44 PM.

Respectfully submitted by Michael Sullivan, Secretary

[1] I am of the opinion that my life belongs to the whole community and as long as I live it is my privilege to do for it whatever I can.
I want to be thoroughly used up when I die, for the harder I work, the more I live. I rejoice in life for its own sake. Life is no `brief candle’ to me. It is a sort of splendid torch, which I have got hold of for the moment, and I want to make it burn as brightly as possible before handing it on to future generations.  — George Bernard Shaw`