Unitarian Universalist Congregation of Columbia
Board of Trustees
Minutes of September 14, 2011 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 Connie Hudson (Finance Committee Chair), Don Mohr (Past Co-President) and Pat Mohr (Past Co-President). Also present were John Charbonnet (partial attendance) and Mike Paget (partial attendance).

Call to Order and Establishment of Quorum
The meeting was called to order by Barry at 6:31 PM. He noted a quorum was present.

Reading and Check-In
Barry read a selection by Oliver Wendell Holmes. All present gave brief personal updates by way of checking in.

Approval of Minutes
On a motion by Ann, seconded by Linda, the minutes of the August 10, 2011 meetings were unanimously approved.

Consent Agenda
The Minister’s Report and Administrator’s report were received on the consent agenda. The DRE report was removed for discussion of adding childcare services to the New to UU classes (see below).

Treasurer’s Report
Linda reviewed the budget highlights through August 31, 2011. Pledges are lagging slightly, with $33,389 received versus $34,036 budgeted. However, overall revenues of $39,216 exceed expenses of $36,186, for a surplus of $3,030. An error was discovered in the amount budgeted for the DRE salary. It should be $22,118.64, not $18,084.00. The discrepancy is due to the fact that the DRE position is now year-round rather than for 10 months of the year as was previously the case. Barry requested recommendations for making up the difference.
Jackie Breland, CPA, has almost completed her review of our financial procedures and controls. Her report and recommendations will be available soon.
Among other updates, Linda reported that she submitted an annual payroll report and completed applications to Church Mutual for renewal of our insurance policies (property, general liability, Directors’ liability, and workers compensation). She has requested monthly Endowment statements from the UUA rather than quarterly ones, for timelier monitoring of our investments. We have a written agreement for night deposits at the BB&T Garners Ferry Road branch and will seek one for the new Five Points branch.
DRE Report
Michael requested discussion of the need raised by Lisa Eason for childcare services during the monthly New to UU classes. There may also be a similar need during the bimonthly membership Orientation classes. Elizabeth will seek a more specific proposal from the Membership Committee.

Fall Fundraisers
Pat Mohr is working with Ivy, Elizabeth, and Gloria Talcove-Woodward to coordinate 15 events for the Fall Fling fundraisers. Details will be announced soon. Other fundraising events are also being planned.

Committee Appointments
Acting on the recommendations of the Leadership Development Committee, on a motion by Walter, seconded by Buzzie, the Board unanimously approved the appointments of Donald Griggs and Janet Swigler to the Shared Ministry Committee. On a motion by Barry, seconded by Linda, the Board unanimously approved the appointment of Elizabeth Harris to the Leadership Development Committee.

Ad Hoc Committee on Share the Plate
There has been ongoing discussion about our Sunday plate collections, particularly the discrepancy between very generous contributions being made to the Share the Plate causes that are announced and the under budget contributions received in the regular “loose plate” collections. On a motion by Barry, seconded by Walter, the Board appointed Michael (chair), Linda, Connie, Neal, and Patricia Voelker to an Ad Hoc Committee on Share the Plate. This task force will bring recommendations back to the Board in December on possible procedural changes to better communicate reasons for giving and improve our overall collection totals. Michael indicated that Sharon Givens of the Social Action Committee is also interested in participating as her schedule permits.

Renovation Project
Don presented a summary of the best options available to deal with the issues delaying the start of our renovations. These pertain to the need to update our hazardous materials study as it is more than 3 years old, and to have a specially licensed firm remove the asbestos and lead paint in the areas to be renovated. There is also a need to absorb these unanticipated additional costs while keeping the entire project affordable. Acting on the recommendations of the Planning Committee, the Board unanimously approved the following motions made by Don:
1. To revise the scope of work with Contract Construction to eliminate any work on the Sanctuary and Sound Room (motion seconded by Walter). Mike Paget pointed out that we want to avoid spending money on areas that may later be ripped out in future renovations.

2. To approve a contract with S & ME Inc. to update the hazardous materials study for a cost of up to $800 (motion seconded by Barry). This is the same engineering firm that did our original study.

3. To approve an asbestos and lead paint abatement contract with R & R Associates Environmental Co. for a cost of $5,250, and to authorize the President of the Board to sign the contract (motion seconded by Walter). We had a positive experience using this company before. The cost is half of what it would be if the sanctuary windows were included.

4. To forward for the congregation’s approval a financing plan at a revised cost of $95,000 for the new doors and reconfigured windows in the Social Hall, new windows in the lobby, a new patio on the Woodrow Street side of the building, and a new Memorial Garden on the Heyward Street side; bringing the total cost of the renovations to $107,870 (motion seconded by Ivy). The new total represents a decrease of $3,000 in the proposed contract with Contract Construction, and new approved expenses of up to $4,320 for the Boudreaux Group architectural firm’s work on increasing our fire occupancy limit, $800 for hazardous materials study, $5,250 for the abatement work, plus $2,500 in contingency reserves. Pending congregational approval, it will be paid for from the following sources: $25,500 cash on hand from Chalice Lighter grant and two gifts; $25,000 remaining in proceeds from our term loan of $70,000; $10,000 in funds to be raised; and $47,370 from our $50,000 line of credit.

5. To call a Congregational Meeting on October 2, 2011 to approve the overall renovation project and related costs (motion seconded by Linda).

6. To appoint an “Oversight Committee” consisting of Don Mohr (chair), Betsy Kaemmerlen, Peter Kandis, Erica Patterson, and Mike Paget to assume all responsibilities of the “Architect” as identified in the contract with Contract Construction, and to have that change reflected in the contract language (motion seconded by Barry). The Oversight Committee members know the renovation project well as they have also served as the Planning Committee. Legal review of the contract is being arranged pro bono by one of our members.
Other Business/Announcements
Barry reported that Columbia NORML has been in violation of its rental agreement and a termination letter will be sent to them. There was a brief review of several other items and upcoming events.

Adjournment
The meeting was adjourned at 8:50 PM.

Respectfully submitted,

Michael Sullivan, Secretary