Unitarian Universalist Congregation of Columbia

                                                           Board of Trustees

                                        Minutes of November 14, 2012 Meeting

Attendance

Trustees present were:   Ann Johnson (President), Ivy Coleman (Co-President Elect), Robin Scherer (Co-President Elect), Linda Brennison (Treasurer), Bob Whitaker (Secretary); Members at Large: Caroline Eastman, Elizabeth Harris, Phil Turner, Mike Walker; and Ex-Officio Members Barry Ahrendt (Past President), Neal Jones (Minister), and Michael Sullivan (Finance Committee Chair). Also present were Lisa Eason, Director of Religious Education (partial attendance), and Jim Burton (partial attendance).

Call to Order and Establishment of Quorum

The meeting was called to order by Ann at 6:30 PM. She noted a quorum was present.

Reading and Check-In

Bob read a poem by John Daniel, A Prayer Among Friends.  Mike Walker volunteered to provide a reading for the December meeting.  All present gave brief personal updates to check in.

Welcome New Trustee

Ann welcomed Phil Turner to the Board as an at-large member to fill behind Bob Whitaker.

Approval of Minutes

On a motion by Caroline, seconded by Phil, the minutes of the October 17, 2012 meeting were unanimously approved.  

Consent Agenda

The Minister’s, Administrator’s and DRE’s Reports were received on the consent agenda.

Treasurer’s Report

Linda reviewed highlights of her monthly variance report for the month ending October 31, 2012. Total revenues for the fiscal year are running ahead of the planned amount by $18,681.80, or 9%.  Pledges are 1% over, Plate Collections are 13% over, and General Fundraising is 4.5 % over. Expenses are under budget by $4,856.56, resulting in a $23,538.36 positive variance.  Office supplies and Equipment continue to exceed the budgeted amounts, but this is ascribed to the growth of the church membership and the recent increase in fund raising activities.  Linda provided updates on the recently created Mohr Family Fund

held in the UUCC brokerage account ($93,190.63 stock value at October 31) as well as the UUA Endowment Fund ($10,778.47 balance at October 31).

Finance Committee Fundraising Activities Update

Michael Sullivan provided an update of Year-to-Date fundraising by the Finance Committee, highlights of which included collection of prior year pledges in the amount of $5,495.00 (129% of goal), donations received for the Minister’s Installation of $8,210 (164% of goal), and Fall Fling donations (including commitments) of $3,655 (97% of goal).  The total raised so far this fiscal year is $17,360 (134% of goal).

Executive Session

On a motion by Bob, seconded by Mike Walker, the board voted unanimously to go into executive session to discuss the provisions of the UUCC Policy Regarding Disruptive Behavior adopted on March 8, 2006 and recent events relating thereto.  Lisa Eason, Director of Religious Education (DRE) participated.  The executive session began at 7:01 PM and ended at 8:03 PM, with a brief recess from 7:43 till 7:47 PM.

Member Offer to Replace the Front Doors

It was moved by Mike Walker, seconded by Phil Turner, and unanimously approved  to skip to this topic on the agenda to avoid further delaying the presentation by Jim Burton of a donation offer. Jim presented his generous offer to make a donation to cover the costs of replacing the front entry doors and refurbishing the other four doors in the foyer.  All work is to be done by a contractor known to Jim as reputable and skilled. Phil moved, and Mike Walker seconded, a motion that this is a matter within the purview of the Interior Committee.  The motion was approved with Phil, Bob, Mike Walker and Ann Johnson voting Yea, and Caroline, Linda and Elizabeth voting Nay.

Phil then moved, and Linda seconded, a motion that the contractor be contacted and asked to draw up a standard construction contract, including points to be provided by Mike Sullivan.  The contract will be between the contractor and the UUCC. The motion passed unanimously. Jim will contact the contractor to prepare the contract.

Phil then moved, and Mike Walker seconded, a motion to cause a Memorandum of Understanding (MOU) to be prepared between the UUCC and Jim Burton to clarify the terms of the gift and related decision-making responsibilities. The motion passed unanimously.

Approval of Committee Co-Chair and Member

Ivy moved, and Phil seconded, that Sue Thayer be approved as Co-Chair of the Social Action Committee.  The vote in favor was unanimous.

Ivy moved, and Caroline seconded, the approval of Joan Watterson as a new member of the Leadership Development Committee. The vote in favor was unanimous.

Approval of Memorial Garden Brass Plate

Mike Paget has requested $3880 to order a brass plate to be attached to the wall of the Memorial Garden to record the names of those whose ashes are scattered there. Noting that no funds remain in the Memorial Garden Fund, Ivy moved, and Mike Walker seconded, that these funds be paid from the $2,500 remaining in the Betty Glad Fund first, with an additional $1,380  from the Reserve Fund.  The vote in favor was unanimous.

Other Business

• Due to delays in obtaining three bids for new door locks, Kevin Eason, Buildings and Grounds Chair will report to the board at the December meeting.
• Discussion of the Minister’s Letter of Agreement was deferred to the December meeting.
• Discussion of the work and findings of the Ministerial Transition Committee was deferred to the December meeting.

Adjournment

The meeting was adjourned at 9:53 PM.

Respectfully submitted by Bob Whitaker, Secretary