Members Present: Regina Moody, Joe Kyle, Rusty Wenerick, Jo Conner, Sandy Chubon, Becky

Dickey, Rob Harper, Mary McGriff, Dwight Pregler, Don Thacker, Sharyn Walters, Patrick

Price, ex officio.

Members Absent: Mary Heriot, ex officio.

Guests: Tootsie Holland, Gertrude Edge, Cindy Harper, Emily Aleshire, Mike Paget.

Summary

Motions Passed

We will pay the staffs' pension fund the monies not paid over the last year.
After we repay the pension fund the amount owed, we will discuss possible compensation of the staff for interest lost during the past year.
We approved the guidelines for the Ad Hoc Coffeehouse Committee.
We directed that donors to the UUFC be asked to designate the intent of their donations on their checks and that collection counters be trained on the proper handling of various donations.

We approved the Youth Coordinator Letter of Agreement.

Decisions Made

Mary McGriff will serve as liaison to the Partner Church Committee (omitted from July Board Minutes).

We will investigate the cost of installing lighting for the steps leading to the playground.

Donald Griggs will fill the vacant position on the Endowment Committee.
Susan Corbett will provide the board with a program report and a brief listing of her activities each month.
Joe and Regina will coordinate the effort to publicize the need for matching funds for building repairs (social hall and library roof).

Action Items

In formatting board minutes, the list of decisions will be reported before the minutes.
A summary of major decisions and future issues will be published in the Unigram.
A summary of board minutes will be posted on the web site.
The entire document of monthly board minutes--after being approved by the board-- will be posted on the Social Hall bulletin board.
The summary of the minutes will be distributed to board members within a week after the board meeting.
Patrick will e-mail his report to the board members at least two days before each board meeting.
Dwight will get an estimate of the cost of installing lighting for the steps to the playground.
Joe will cover or inactivate the faulty light switch in the nursery.
MRC will report on the Minister's Annual Review at the September board meeting.
Patrick will get an updated estimate of the cost of replacing the heating/cooling unit for the Social Hall.
Joe and Regina will investigate replacing the telephone line to the kitchen.
Mike Paget will determine what the procedure is for signing contracts with artists for the coffeehouse.
Mike Paget will check on whether we need to report coffeehouse profits to the IRS.
Questions about the Endowment Committee's bylaws (annual audits and quorum) will be referred to the Bylaws Committee.
Committee Council will determine how committees should maintain historical records of their activities.
Alice Leeper will chair the Nursery Committee, and advise on its separation from the RE program.
Pat Mohr will chair the committee to care for the interior of the building. Dick Moons and Kevin Meredith will co-chair the committee to care for the grounds and the exterior of the building.
We will try to find a family in the fellowship that can use the surplus computer in Room 1.
Patrick will finalize disposal of old copiers and this computer

Proceedings

CALL TO ORDER

The meeting was called to order at 6:15 pm by Regina Moody. She lit an improvised chalice.

OPENING WORDS

Becky Dickey read the opening words.

MINUTES

There was one correction of the July 9, 2003, minutes. On page 4, add that Mary McGriff also volunteered as liaison to the Partner Church Committee. The July 9 minutes were approved with that correction.

There was some discussion about the formatting and distribution of the minutes. Joe
suggested reporting the list of decisions before the minutes, after the attendance list. Becky
suggested publishing a summary of major decisions and future issues in the Unigram. We
also agreed to post a summary on the web site. We will post the entire document of monthly
minutes on the social hall bulletin board. (Posting and publicizing of minutes will be done
after they have been approved by the board.)

Again board members urged that the summary of the minutes be distributed to board members within a week after the board meeting.
REPORTS

Administrative Coordinator -- As of July, our accounts had not been reconciled with the
bank's records for 14 months. There was some discussion of the cost of health insurance for
Isabel.

Director of Religious Education -- Susan requested clarification of the kind of report the board
wants -- a program report or a listing of her activities. Board members agreed that we would
like a program report (number of children attending, teachers, curriculum) and a very brief
summary of her activities.

It was suggested that Susan report the number of hours she works (as Isabel does). However, it was agreed that we would not ask for an accounting of hours worked for a salaried employee.

Minister's Report -- A question was raised about why the minister's discretionary fund monies
were being held in the general account. Patrick reported that was done to make the money
available during his absence this summer. Tootsie Holland reported that she had spent some
money for that purpose; she has put in a request for reimbursement, but has not received that
money yet.

There was discussion of the lack of lighting in the playground area at night. Mary made a
motion that we investigate the cost of installing lighting of the steps leading to the playground. Joe seconded the motion that passed. Dwight was asked to get an estimate. This will be added to the procurement agenda.

Patrick also reported that the telephone in the kitchen no longer works. The problem is with
our inside wiring.

Joe reported there is a light switch in the nursery that creates a spark and funky sounds
when it is activated. Joe agreed to cover or inactivate the switch; it does not control any
lights.

The group reminded Patrick that he needs to e-mail his monthly report to board members
before the meeting.

Treasurer's Report -- Rusty reported we have the following accounts with these current
balances at the end of July, 2003:

Sister Church Account $1637.45
This account is at a different bank than the others and they are paying a
$8.00 monthly maintenance fee while earning $0.88 interest this past month.

Savings Account $100.03
We are supposed to maintain a $1000 balance in this account. There was a
debit of $14.25 in July for copies of bank statements which we had lost.
The balance of $85.79 was rolled into the checking account and the savings
account was closed.

Youth Activities Account $2297.53
Religious Education $1063.13

Main Account $14,718 (according to the bank records. Our records
have not been reconciled with this.)

Rusty thinks the :new furnace fund is still in the general fund. He and Isabel are working to
reconcile our Shephard's Staff accounts with the bank's records. Rusty hopes to have an
accurate picture of our finances by the September board meeting.

Sandy moved that, since we did not pay into staffs' pension funds for the last year, we should
pay them the interest their money would have earned over the past year. Don seconded the
motion. Sharyn pointed out that we do not know how much we are agreeing to pay. The
pension accounts have been losing money during some months of the past year. Patrick commented that the staff may come out ahead because of our error because the money had
not been deposited to sustain losses. The motion was defeated.

Sharyn moved that we pay the pension fund what we owe. Rob seconded. The motion passed.

Joe moved that we pay the pension fund what we owe, then revisit the issue and discuss possible compensation for lost interest. Sandy seconded. The motion passed.

Committee Council -- Joe circulated a report of their last meeting.

OLD BUSINESS

MRC Report on Minister's Annual Review -- This report has now been postponed until the
September meeting. Board members expressed frustration about the repeated postponements
of this report.

Funds for Building Repairs -- Regina announced that we have a donor who is willing to
donate up to $4,000 for building repairs; however, the donation must be matched by donations
from other members and friends. We discussed ways to publicize this opportunity: a letter to
all members and friends, announcements in the Unigram, in the order of service, and on the
web site. Joe and Regina will coordinate the effort.

Social Hall Heating & Cooling -- Regina found an estimate of $2835 for this project in
the January, 2003 board meeting minutes. That estimate came from previous
bids for a larger job (sanctuary system replacement). Patrick said there is only one model that will fit into the system. He is trying to get an updated estimate from W.G.B. Gumerin.
Library Roof -- Dwight got an estimate of $1600 several years ago.
Other Repairs -- The heater in the library needs to be replaced; the phone line to the
kitchen needs to be replaced. Joe and Regina will look into the telephone issue

Coffeehouse Interest Group -- Mike Paget presented written guidelines for an Ad Hoc
Coffeehouse Committee. They would like to schedule 4-6 dates for the January --
May, 2004 season.

Sharyn moved that we approved the committee guidelines as presented in this
document. Mary seconded. The motion passed.

Mike reported that the committee would like to meet with the finance committee in
September. A question was raised about signing contracts with artists and whether the board could legally delegate this responsibility to someone on the committee? Mike said the formality of contracts varies with the artist; some have written contracts and some come based on a phone call.

Gertrude suggested that the UUA has guidelines for coffeehouse operations on their
web site. She and Tootsie reported that the UUA guidelines indicate that we need to
report income of more than $1000 to IRS. Patrick disagreed and referred us to the
IRS web site.

Mike will come to the September board meeting with these questions clarified.

NEW BUSINESS

Buildings & Grounds Committee: Regina announced that Pat Mohr has agreed to chair the
committee to care for the interior of the building. Dick Moons and Kevin Meredith will co-
chair the committee to care for the grounds and the exterior of the building.

Endowment Committee: Mike Paget requested that the committee's bylaws be revised
because: they now require an annual audit of the fund and they are unclear regarding what
constitutes a quorum for the Endowment Committee. These issues will be referred to the
Bylaws Committee.

Mike also requested measures to ensure that donations to the Endowment Fund are not
mistakenly put into the general fund. Becky moved that we approve the recommended
solutions listed under Item 2 of the Endowment Committee Report (that donors be asked
to designate the intent of their donations on their checks and that Sunday morning money
counters be trained on the proper handling of the various donations). Sandy seconded. The
motion was approved.

There is a vacancy in one of the three at-large positions on the Endowment Committee.
The board approved Donald Griggs to fill that position.

Mike also requested guidance for how the committee should maintain a historical record of
its actions. This issue was referred to the Committee Council.

Nursery -- Regina announced that Alice Leeper has agreed to chair a nursery committee that will work with the RE Committee on a smooth transition of responsibility, and advise the board on the appropriate place of the nursery in both organizational structure and budget.
Tootsie received suggestions from DSS regarding standards for the nursery. She
will share those with Alice.

Youth Coordinator Letter of Agreement -- Patrick and Cindy Harper presented a Limited Letter of Agreement for UUFC Youth Coordinator, 2003-2004, for which they said Emily Aleshire had had input and had agreed to. (Emily was not present during this discussion.) The board approved the document.

Disposal of Computer & Copiers -- We discussed how to dispose of the old copiers and the surplus computer in Room 1, which still works. We agreed to try to sell the working copier at
the rummage sale; otherwise Patrick will dispose of these. We will try to find children in the fellowship who could use the computer. If no one in the fellowship wants it, we will donate it to Cooperative Ministries.

Ad Hoc Committee on Congregational Leadership - Regina circulated a document for our
consideration at a future meeting.

Assignments - For the September meeting, Sandy will provide a reading, Rusty will bring a chalice, and Sharyn will provide snacks.

ADJOURNMENT
The meeting adjourned at 9:50 pm.

Minutes recorded by Jo Conner, Sandy Chubon, & Regina Moody.

Meeting Minutes: Board of Trustees

August 13, 2003