Unitarian Universalist Congregation of Columbia

Board of Trustees

Minutes of October 12, 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, Walter Patterson, and Bauer Westeren; and Ex-Officio Members Connie Hudson (Finance Committee Chair), Neal Jones (Minister), Don Mohr (Past Co-President) and Pat Mohr (Past Co-President).  Also present were Jerry Cover (partial attendance) and Mike Paget.

Call to Order and Establishment of Quorum

The meeting was called to order by Barry at 6:39 PM.  He noted a quorum was present.

Reading and Check-In

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

Approval of Minutes

On a motion by Barry, seconded by Pat, the minutes of the September 14, 2011 meeting were unanimously approved.

Consent Agenda

The Minister’s Report and DRE report were received on the consent agenda.

Fire Safety Measures

Barry summarized the “Interim Measures for Fire Safety and Prevention” that had been adopted by the Executive Committee effective September 25, 2011[2].  In response to those measures, the RE committee submitted recommendations that included earlier departure of the children from Sunday services for RE classes by 11:15 AM.  Jerry Cover, Chair of the Building and Grounds Committee, surveyed the building using a fire safety checklist from our insurer, Church Mutual, and summarized his findings.  These include the need for:

• two lighted exit signs which will be installed
• sequential timers for interior lighting
• changing locks periodically
• annual inspection of HVAC system
• use of fire-retardant fabrics for drapery and furnishings
• a lightning rod system
• familiarizing employees with use of fire extinguishers.

Barry indicated we are hopeful that the Boudreaux Group will soon complete their discussions with the Columbia Fire Prevention Division for an increase in our legal occupancy.  A motion was made by Michael, seconded by Linda, and passed unanimously to adopt the following fire safety measures:

1. Review and implement the forthcoming recommendations of the Boudreaux Group to the Columbia Fire Prevention Division for increasing our legal occupancy limit from 150 persons to as many as 299 persons.

2. Until our occupancy limit is increased, ensure code compliance by conducting a head count at the start of all Sunday services and other gatherings in the sanctuary and social hall. 

3. Install two sets of French doors to provide egress from the social hall as part of the building renovations approved by the congregation on October 2, 2011.  

4. Address in a timely way any issues uncovered by the fire safety survey that need amelioration or attention.

5. Adopt a fire evacuation plan for the sanctuary, social hall and religious education wing and designate fire marshals from the congregation who will be familiar with it and available to help implement it. 

Treasurer’s Report

Linda reviewed the budget highlights through September 30, 2011. Pledges are falling behind budget, with $48,363 received versus $51,055 budgeted.  Rental income is also lagging.  Overall, first quarter revenue is down about 3% below projections, but this was slightly offset by expenses coming in lower than projected, resulting in an overall deficit of $5,107.  There was discussion of possible reasons.  The Board decided to reinstate the monthly pledge progress reports in the Sunday Orders of Service as an additional means to make members aware of our financial status.

Jackie Breland, CPA, completed her review of our financial procedures and controls. She discovered no major problems with our internal controls but made several recommendations to enhance them.  Her report and recommendations will be discussed at the next Board meeting.  Her fee was $1,845, at the lower end of her fee quote.

We received an unanticipated dividend of $503 from our insurer, Church Mutual, as part of the UUA Safety Group Plan from 2006 to 2009.

Linda proposed several adjustments to the budget to correctly record the DRE salary as being $22,118.64 and FICA as $1,692.08.  These are 12 month totals, not 10 months as was previously the case.  This addition of $4,343 in expenses will be achieved by increasing revenues by $1,000 (fundraising and miscellaneous contribution lines each increased by $500), and decreasing other expenses by $3,343 (decreasing Board Contingency Fund line by $1,000, Finance Committee line by $500 in view of CPA fee, and Building and Grounds Committee line by $1,843).  The revised budget will reflect a net increase of $1,000 for a total of $229,721 in revenues and expenses.  On a motion by Linda, seconded by Ivy, the budget changes to record the DRE salary and withholding correctly were unanimously approved. 

Childcare for New to UU Classes and Orientation

Barry reported follow-up to discussion last month about providing child care services for attendees of the New to UU Classes and Orientation classes.  After discussion, this item was tabled pending receipt of a written cost estimate and plan to fund it, as per a motion made by Ivy, seconded by Michael, and passed unanimously.

SUULE 2012

A motion was made by Barry, seconded by Ann, and passed unanimously to send Ivy Coleman and Robin Scherer to the Southland Unitarian Universalist Leadership Experience (SUULE) School in February, 2012, as recommended by the Leadership Development Committee.

Renovation Project Update and Fundraising Plan

Following the congregation’s approval of our renovation project on October 2, 2011, Don Mohr, Past Co-President, finalized details of the contract with Contract Construction.  As part of our due diligence, we obtained legal review and consulted with our insurance company.  On a motion by Don, seconded by Ivy, the Board unanimously authorized the President to sign the $95,000 contract with Contract Construction for the renovations.  No payment will be due until the work is substantially completed. The asbestos and lead paint in the work areas have been removed, as required by law.  Construction should begin soon on our new doors and reconfigured windows in the Social Hall, new lobby windows, new courtyard patio and Memorial Garden.

Part of the cost of the renovations will come from fundraising.  Mike Paget presented the Planning Committee’s recommendations for raising at least $10,000.  This will entail 200 contributions of $50 each, with the RE children helping to visually track the campaign’s progress in the sanctuary.  On a motion by Barry, seconded by Elizabeth, the Board unanimously authorized Mike Paget and the Planning Committee to implement this $10,000 fundraising campaign.  It will be rolled out at our Sunday service on October 23, 2011.

UUCC Strategic Plan

Mike Paget, chair of the Strategic Planning Committee, presented the one-page Strategic Plan.  that has been under development for months based on congregational input and Committee deliberations.  Barry commended the Committee for its excellent work.  After discussion, the Board unanimously approved the following revisions:

• Addition of a Goal #4 under Outreach (motioned by Ann, seconded by Elizabeth).
• Addition of phrase “and group service opportunities” to Goal #2a under Programming (motioned by Ann, seconded by Elizabeth).
• Addition of phrase “to at least one full-time equivalent position” at end of Goal #3 under Programming (motioned by Walter, seconded by Ivy).
• Addition of phrase “non-Unitarian Universalists” to end of Goal #3 under Religious Education (motioned by Walter, seconded by Bauer).

These revisions appear in underlined boldface in the complete text in endnote[3].   The strategic plan will be presented in a Congregational Conversation on November 6, 2011 and posted on our website.

Other Business

There were several updates and one action item.  Due to schedule conflicts, the date of the November meeting was changed to November 16, 2011.

Adjournment

The meeting was adjourned at 9:23 PM.

Respectfully submitted,

Michael Sullivan, Secretary

[2] Interim Measures for Fire Safety and Prevention

The Executive Committee of the UUCC Board of Trustees has approved the following interim measures for fire safety and prevention effective September 25, 2011.  These measures are being promulgated in recognition of the importance of fire safety and prevention, in appreciation of the growth of our vibrant congregation, and in anticipation of our congregational vote on renovations that will facilitate further growth.  They will remain in force until the Board of Trustees meets on October 12, 2011 when we recommend they be adopted as UUCC policy. These measures are subject to future revision based on changing circumstances related to pending building renovations and the fire code analysis being performed by The Boudreaux  Group.  The interim measures are as follows:

1. Review and implement the forthcoming recommendations of the Boudreaux Group to the Columbia Fire Prevention Division for increasing our legal occupancy limit from 150 persons to as many as 299 persons.
2. Until our occupancy limit is increased, ensure code compliance by conducting a head count at the start of all Sunday services and other gatherings in the sanctuary and social hall.
3. Direct the Worship Committee and RE Committee to present a plan to the Board by October 12, 2011 for preventing any overcapacity issues at Sunday services (for example, by moving the starting time of RE classes closer to the beginning of Sunday services after the head count has been completed.)
4. Install two sets of French doors to provide egress from the social hall as part of the building renovations being recommended for congregational approval on October 2, 2011.
5. Direct the Building and Grounds Committee to consult with the Minister and Custodian and present to the Board on October 12, 2011 a completed checklist of the fire safety measures contained in Church Mutual Insurance Company’s booklet entitled Fire Safety at Your Worship Center. 
6. Address in a timely way any issues uncovered by this fire safety survey that need amelioration or attention.
7. Adopt a fire evacuation plan for the sanctuary, social hall and religious education wing and designate fire marshals from the congregation who will be familiar with it and available to help implement it.

[3] UUCC Strategic Plan – August 2011

Priority goals

Buildings and Grounds

1. Make cosmetic improvements to the RE wing that will improve the appearance and usability of the space without making structural changes.
2. Modify the sanctuary and social hall to improve aesthetics and increase seating for services.
3. At least annually provide a summary report to the congregation regarding buildings and grounds projects and how they relate to the long term goals of the Master Plan.
4. Expand and upgrade the restroom facilities.
5. Refinish the sanctuary and social hall ceilings to remove, replace, or conceal the existing acoustical tiles.

Finances

1. Develop a long term Financial Plan: operating expenses, capital funding needs, strategic, long-range etc.
2. Hire a full-time administrator to manage ACS, website, bookkeeping, and other duties.
3. Increase the average pledge by 2 percent annually.
4. Improve the procedures for timely and accurate pledge statements.

Membership Growth

1. Set a goal of 5% membership growth per year.
2. Strengthen retention of members and follow-up with new members and visitors.
3. Hire a part-time membership coordinator.

Outreach

1. Develop a comprehensive marketing plan: Expand website and social media; Disseminate UU values through multiple media; Post the minister’s sermons on the website; Develop outreach plan for all higher education institutions; Improve signage; and improve the quality and availability of UU information placed in plain view for both members and visitors who walk into our building.
2. Take on highly visible causes, expressing our values as a voice of conscience in Columbia, and the greater community.
3. Host more social events, forums, and presentations open to the general public.
4. Increase congregational participation in community service projects that provide for basic human needs or help the environment.

Programming

1. Develop covenant groups: small groups with a spiritual emphasis that will deepen connections.
2. Have more congregation-wide social activities, and group service opportunities, that will deepen connections among and between members.
3. Increase hours for RE professionals for Lifespan (children, youth, and adults) RE to at least one full-time equivalent position.
4. Reflect environmentalism in all programs.

Religious Education

1. Increase Social Action initiatives for Children and Youth.
2. Study the feasibility of a religious education “Sunday School” hour for all ages.
3. Develop age-appropriate modules to prepare children and youth for discussions of religion and beliefs with non-Unitarian Universalists.
4. Develop a congregational commitment to mentoring high-school youth.
5. Partner with youth of other UU Congregations and other faiths for social action activities.