of the Unitarian Universalist Fellowship of Columbia SC April 8, 2002
Members Present:
Dave Dickey
A.G.
Kevin Merideth
Bill Meller
Joe Long
Andrea Derrick
Morgan MacLachlanMembers Absent: Joan Waterson, Margaret Weck, Christina Pandimos
Guests Present: Carita Barr, Gertrude Edge, Tootsie Holland, Heather McCalman, Janet Swigler, Bill Martin, Mark Tompkins
Call to Order: Dave Dickey called the meeting to order at 6:45 PM.
Opening Words: Morgan MacLachlan read the opening words.
Beltane: Bill Martin explained that prior years funding, typically $500 to $600, came out of the RE budget. RE plans to reduce that funding initiative in 2003 to 50% participation and to stop funding support entirely in 2004. Bill explained that it was difficult for CUUPs to raise money and the CUUPs treasury, which is not part of the UUFC budget, comes from member donations. Bill requested the Board consider including the budgetary needs of the CUUPs initiated Beltane festival in the UUFC budget for next year and for subsequent years. It was stated that the expenditures for Beltane included those for children's activities, food and drinks and a band. Kevin asked for a written request as the budget is being formalized now. Bill will provide the request to David Roof, chair of the Finance Committee. Kevin commented that, As UU's, we simply must have a Beltane. A brief discussion of sources of RE fund ensued.
RE Youth Group: Heather described the nature and needs of the teen faction as being less pronounced but just as important as those of the younger children. In a meeting on April 07, the Youth Group decided to put the funds they have raised ($1,000) toward acquiring a Youth Coordinator. The RE Council will request from the next budget an amount to be put with their own funds so as to be able to attain a Youth Coordinator. The specifics of the intent of the Youth Coordinator position will be provided to the Board as soon as possible. The Board's support for a Youth Coordinator is being solicited. Janet added that the Youth Coordinator is the only major program to have been cut in recent times and that this is perhaps one of the most needed programs given that our youth are our future and there is the likelihood they will leave our program if their needs are not being met by it.
The Board responded that they have in the past and continue to support a Youth Coordinator function and this support is noted in these minutes.
Comment was made that it is too early in the budget process to be able to commit funds at this time. Carita stated that in the past the Youth Coordinator role was part of the RE Director's role. Morgan noted that the Board should establish policy defining if RE is intended to function for younger kids and a Youth Coordinator position to function for older kids, or if all are encompassed in one RE program. If the two programs were to be combined, it must be handled very carefully because the two groups of kids have such different and varied needs. Kevin suggested that Bill draft a comment for the Unigram that iterates the Board's commitment toward the Youth Coordinator program.
Minutes of Previous Meeting: The minutes of the previous meeting were read. Dave noted that Joan's name should be removed for the list of members absent. Kevin noted we should again defer action on the new roof for the library given our financial position at this time. Dave made a motion to accept the minutes with the changes noted, the motion was seconded and passed unanimously.
Staff Handbook: Mark reviewed the materials that were presented at the Board meeting on March 12, 2001 regarding the need for and intent to develop a staff hand book. In review he stated that 1) The document would supplement the bi-laws and be subordinate to them. It would represent our policies toward our staff. The Board could act to change the terms of the handbook but we should have a letter of agreement with each staff member, as well. The letters of agreement would be more detailed and easier to change, 2) Hiring of staff in the past was a bit casual and we should have a search committee and a formal process, 3) The document should include a formal dismissal process, 4) Job descriptions should be defined and be consistent with the realities of the particular job, 5) Several additional items were listed that we do not currently have but that should be included in the hand book, e.g., a grievance policy and provisions for staff evaluations. Mark advised that he was currently the only member of the Personnel Committee. Mark proposed that he draft the handbook himself, review his work periodically with anyone he could coerce into it and ultimately present his draft to the Board. It was suggested that Pat Mohr may wish to review the draft. Morgan made a motion to accept Mark's offer to draft the document, the motion was seconded and passed unanimously.
Mark continued with a review of additional information topics that should be included in the handbook. 1) Regarding the format of searches, it was stated that as each position is different an ad hoc committee should be appointed for each search, with Board involvement and support. This would include disbanding the standing Personnel Committee, 2) The letters of agreement entered into with each position would be coupled with the evaluation process. These letters would specify the immediate supervisor and these letters should be consistent with the bi-laws, 3) The handbook would include a clear grievance process. An ad hoc committee should be appointed to resolve grievances. The process should be kept as confidential as is warranted and possible and include a formal resolution, 4) The current Administrator's job search should be governed by the current job description and the outline of policies and procedures as presented by Mark so far.
Treasurer's Report: Joe stated that having a bookkeeper is great but there is no process to formally communicate what has been paid to date. It was noted that we are about $4,000 behind in pledge income and was stated that we should use the Unigram to communicate the request for pledges to be honored. A pulpit editorial would not be recommended during the canvas period. Kevin asked why the actual salaries year-to-date are less than budget and Joe will investigate. Kevin noted that Susan should have about $1,800 in coffee house funds and asked Joe what portion of that was actually in the budget as part of fund-raisers. Joe will investigate.
Draft of Administrator's Job Description: The Board reviewed the draft of the job description. Dave commented that this is the final draft to be presented to the Board and that the bookkeeper functions have been included. Joe suggested we delete reference to the writing of emergency checks because the job now entails writing all checks. Kevin suggested we enhance for clarity the verbiage regarding preparing the orders of service. Bill made a motion to accept the job description once appended for changes, the motion was seconded and passed unanimously.
Partner Church Dues: Carita stated that our dues for our partner church were being remitted soon and we should be prepared to disburse them. A check for $100 will be received from Lee Minghi and the counters should be altered to watch for this check and to ensure that these funds are ear-marked for partner church dues.
Interfaith Meeting May 21: Dave announced that he would attend this meeting. Peter Kandis has volunteered to prepare the food offering for the meeting but he would like to be reimbursed for the approximate $100 food expense. Morgan motioned that the Board approve the $100 reimbursement to Peter, the motion was seconded and passed unanimously.
RE Report: The Board read the RE report. It was noted that not all of Susan's hours are spent on site and it was suggested that Susan post her regular office hours as a means for folks to know when they can contact her.
Next Board Meeting: A.G. graciously agreed to provide the food and drinks and Bill will bring a reading.
Adjournment: The meeting was adjourned at 8:20 PM.
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