of the Unitarian Universalist Fellowship of Columbia SC November 12, 2001
Members Present:
Andrea Derrick, William Meller
Dave Dickey, Christina Pandimos
Amy Grimm, Patrick Price, ex-officio
Joe Long, Margaret Weck
Kevin Merideth, Joan WattersonMembers Absent: Cindy Harper, Morgan MacLachlan.
Guests Present: Shell Tain, Carita Barr, Don Cooper, Tootsie Holland, Manuela Kress-Shull.
Call to Order: Dave called the meeting to order at 6:45 p.m. and Christina s read the opening words.
Minutes of Previous Meeting: The minutes of the previous meeting were read and corrections were suggested. A motion was made to accept the minutes as amended; the motion was seconded and passed unanimously.
Treasurer’s Report: Joe noted that we are ahead of where we should be at this point. Patrick noted that there are expenses and reimbursements coming up that should be kept in mind.
Sabbatical Party: Shell discussed the sabbatical party and the issue of reimbursement. She submitted a budget with expenses and expected recapture. Dave suggested that reimbursements be submitted after the recapture of funds. There was some discussion about reimbursements in various categories of contribution and reimbursement forms. Shell stated that often the same people contribute. She thought contributions were made for the running of the fellowship, but that funds are not available for these kinds of activities. It was noted that there had been $1000 budgeted for these kinds of activities, but that the funds had been cut from the budget. It was suggested that if funds are not available for reimbursement, that in-kind contribution forms be used. Joe noted that the in-kind forms only benefit those who itemize on their taxes. Dave summarized with the consensus that anyone who wishes to can submit reimbursement or in-kind contribution forms. It was also suggested that a list be kept of those who contribute so that they may be recognized, as well as a list of expenses and who is expending them. It was also suggested that donations be solicited for the sabbatical party, but Shell noted that they would already be soliciting donations for Patrick’s sabbatical, and the only additional donation requests would be at the bar.
Membership: Don Cooper presented a document regarding his concerns about membership and the re-commitment service and suggested that the actions were in conflict with the by-laws. Patrick explained that members were given the option to reaffirm or recommit, but that such action was not required to retain membership. Don stated that this needs to be communicated, that this was not clear to others. He noted that the person who brought this to his attention was insulted by the re-commitment service. Don suggested clarification from the pulpit and possibly in the Unigram. Tootsie noted that the service and actions of the Fresh Look Committee implied that if you don’t want to do your share and pay your money, maybe you should be a friend, and she thought that maybe she should be a friend instead of a member. Bill suggested clarification in the Unigram. Don suggested clarification both in the pulpit and the Unigram. Joe asked who should author the clarification. It was noted there would be follow-ups by the Fresh Look Committee. Christina asked whether the Fresh Look members should do the calling, since their actions had caused some members to take offense. Patrick suggested that this would be a good opportunity for the Fresh Look Committee members to reconcile. It was suggested that the clarification be communicated through a pulpit editorial and the Unigram, including what is intended, what the implications are, and what is not going to happen. Patrick asked whether the Board should talk to the Fresh Look Committee. It was noted that Morgan is the liaison to the Fresh Look Committee. Patrick suggested that the Executive officers speak with the Fresh Look Committee. Tootsie suggested that when something is done about membership that they involve Don who is the Chair of the Membership Committee. Patrick noted that Laura had noticed this larger issue of communication; when one group is doing something that affects another, they need to communicate. A member stated that from the perspective of a new person, they thought the service was goofy and did not want to recommit. They wondered why we did not target people who aren’t involved. Joan noted that the service was an effort to reach people, and was not intended to insult anyone. Tootsie mentioned that in the Caring Committee, they call people they don’t see. It was at last decided that Dave and Don will speak with the Fresh Look Committee and will work on the statement for the Unigram and the pulpit editorial.
Space Issues: Carita expressed her concern about space to store items for the Bazaar. It was mentioned that there is a room in the RE wing that is being painted and is not currently being used for RE -- this would be a place that the items could be stored. Carita also mentioned that she would like to be able to display items and would like space for post-Bazaar storage or display. She wanted to use the portable shelf and a display shelf. Joan suggested that for the duration of the Bazaar, she use the display case. Carita also mentioned that she needs volunteers to help with the Bazaar setup. Dave suggested that there was time to put something in the Unigram and Patrick suggested that a write-up be done for the Sunday service. Patrick also stated that he would get clarification on whether the portable shelf is available. Carita mentioned that she needs some help before the 30th and Patrick suggested that an email be sent out. Dave offered to do the email and the write-up for the Unigram. Laura will be asked to do the flyers.
Old Business: Dave mentioned that Coffee House dollars had been authorized to be spent on a dishwasher for the kitchen. Kevin stated that there was a narrow space, but that some counter space could be removed with a saw, such as specialized device to cut through linoleum, etc. Kevin will continue to work on the issue of the dishwasher and will speak to some members of the fellowship about tools for the project.
Dave also mentioned that the Special Board meeting notes from Floy will be forwarded to Don for the web.
New Business: Dave stated that Cindy has tendered her resignation to the Board and that the Board needs to vote on accepting the Resignation. Joe motioned that the resignation be accepted with regret and with thanks for her service. The motion was seconded and passed unanimously. Dave suggested that the Board needs to start thinking about a replacement and mentioned that there does not need to be a vote. The practice has been that the Nominating Committee comes up with names and the Board puts them in order with regard to who should be called first. Joan said she would organize a meeting of the Nominating Committee for that purpose.
It was state that John Reed is moving to Connecticut. David Roof agreed to accept the position of Chairman of the Finance Committee. Carita mentioned that Manuela is a new member of the Finance Committee
Retreat Report: Kevin stated that there were task breakdowns on pages 7, 8, and 9, as well as descriptions on pages 2 and 10; he will take the task breakdowns to the Committee Chairs and ask them to find themselves in the document. Patrick suggested that Laura be asked to distribute the Report with a cover letter that asks Chairs to be prepared to discuss the document at the next Co-Council meeting.
Hall Rental: Dave explained that the USC BGLA (Bisexual/Gay/Lesbian Alliance) has requested that the UUFC donate the use of the social hall for and fund-raising event. The use of the space is valued at $175. Possible dates in the first week of December were suggested. Dave suggested that Laura be contacted about the availability of the space. Dave also asked Board members whether the UUFC should waive the normal rental fee. Amy motioned to accept the request for use of donated space. The motion was seconded and passed unanimously.
Canvass Dates: Dave discussed the dates for Canvass training and kickoff. Two dates in January have been set aside for the training: the 5th and the19th, with the hope that Andy and Alice will be present for the first weekend. The Annual Canvass Kickoff will be held on February 9th. On February 10th, a portion of the worship service will be dedicated to the kickoff. On the 19th of May will be the Annual Congregational Meeting. On the Friday night before there will be an open house in the form of a potluck. On the 13th there will be a Board meeting.
UUA Curriculum: Dave passed around a UUA Curriculum on what it means to be a member – he will pass it along to the Membership Committee and ask them to look it over.
Building Usage Issues: Dave discussed the additional Coffee House that will be a benefit for the Sierra Club and mentioned that the UUFC will retain a portion of the funds collected. The UUFC will run the concessions and get a portion of the sales. Sarah Guthry will be doing the benefit concert. Dave also mentioned the Winter Solstice Gathering that will be held on December 21st in conjunction with the Worship Committee. On Sunday, December 16th there will be an RE potluck with tree-trimming and crafts. The Co-Council meeting is scheduled for December 24th – Kevin will bring this up at the next meeting. Dave suggested a virtual meeting.
Staff Reports: The Minister’s, Administrator’s and RE Director’s reports were read. A motion was made to accept them as submitted; it was seconded and passed unanimously. Christina will follow up with Laura regarding the Board Meetings.
Book Sale: The proposed rummage sale has been changed to a book sale because of lack of space. Dave will put an announcement in the Unigram and ask for donations of books, records, CD’s, etc. Patrick will let Laura know about this change.
Other issues: Kevin will contact an arborist about removing trees. Kevin will also pursue the possibility of a motion-driven light for the playground. Joan will call Morgan about picking up donated chairs. The donation of the contents of Verona Thomas’s condo has been reduced to 4 chairs in need of repair and a box of books.
Adjournment: The meeting was adjourned at 8:40 p.m.
Christina Pandimos
Secretary, UUFC Board of Trustees
Motions passed:
- The minutes from the previous meeting were accepted as amended.
- Cindy’s resignation was accepted.
- The board okayed donated use of space for the USC BGLA event.
- Staff reports were accepted.
Action Items:
- Anyone who would like to be reimbursed for contributions made to the sabbatical party is encouraged to fill out and submit a reimbursement form or an in-kind contribution form.
- Don and Dave will work together to draft a clarification regarding Re-commitment for the Unigram and for a pulpit editorial.
- Patrick will get clarification about whether the portable shelf is still available.
- Dave will write up something for the Unigram regarding the Bazaar, talk to Laura about the flyers, and send out an email.
- Kevin will continue to work on the purchase of the washing machine.
- Kevin will take the report from the Board Retreat to the Committee Chairs to ask them how they would like to divvy up the tasks at hand.
- Patrick will let Laura know about changing the rummage sale to a book sale.
- Kevin will talk to an arborist to remove certain trees.
- Kevin will check into a motion-driven light for the playground.
- Joan will call Morgan about picking up donated chairs.
In the event of discrepancies the paper copy of the minutes as contained the the board minutes binder shall be the official version. This binder is maintained by the administrator in the congregation office.
Your comments/corrections are welcome. Email to Donald Griggs at dgriggs@chaliceweb.org