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Meeting Minutes: Board of Trustees

of the Unitarian Universalist Fellowship of Columbia SC

October 8, 2003



Members Present: Regina Moody, Rusty Wenerick, Jo Conner, Sandy Chubon, Becky Dickey, Mary
McGriff, Dwight Pregler, Don Thacker, Sharyn Walters, Patrick Price, ex officio.
Members Absent: Joe Kyle, Rob Harper, Mary Heriot, ex officio.
Guests: Carita Barr, Peter Kandis, Sej Harman, Morgan Maclachlan, Mike Paget.

Summary

Motions Passed

Decisions Made

Action Items

 

Proceedings


CALL TO ORDER
The meeting was called to order at 6:15 pm by Regina Moody. Sharyn provided a chalice.

OPENING WORDS
Regina read :The Way We Are With Each Other.

MINUTES
The minutes of the September 10, 2003 meeting were approved.

REPORTS

Religious Education : Clarification was requested about what the board wanted in this report
regarding RE attendance. The consensus was that we would like a report of the number of
children or youth attending each grade level each week. Patrick agreed to pass that
information on to Susan.

Finance Committee: Peter Kandis reported that the committee sent quarterly statements to all
people who were $10 or more behind on their pledges.

Treasurer -- Rusty described the Shepherd's Staff software. There is a Contributions Module
and a Finance Module and they do not always match. All income is recorded in the
contributions module (tracking income); Isabel enters some of that information into the
finance module. Many separate funds can be set up within the modules; within the funds,
there are major and minor accounts. The program could enable us to use only one checking
account; when checks are written, we would indicate which fund to draw the money from.
Contributions are entered into the finance module manually now, but we could set up the
system to create deposit slips so those entries would be done by the software. The counters
could enter an offering with mixed intentions and Shepherd's Staff would print out deposit
slips for each account. Rusty recommended consolidating some accounts.

The financial records for the 2002-2003 fiscal year have been closed on Shepherd's
Staff but there is still a lot of disorder and chaos in the system. Rusty said he needs more
training on the use of the software, or perhaps we should get a support agreement for
Shepherd's Staff. It was suggested that we switch to Quick Books; that software is more
widely known, it is easier to get assistance with it, and the bank reports could be downloaded
electronically into our system.

Peter suggested that Rusty should try to get the system straightened out rather than
changing software. The board suggested that Rusty contact John Reed and see if he would be
willing to orient Rusty to the software.

Sharyn said the RE Committee is making deposits to and disbursements from the
RE account. The RE Committee discussed that last week and they want to meet with the
Finance Committee to find out how they can record income.

Rusty said we have about $10,000 in the checking account but he does not know what
expenses may need to be paid from those funds. We may need most or all of that money to
pay salaries, taxes, insurance, the pension fund, etc. Peter pointed out that the board does not
have the information we need to make decisions and Rusty cannot answer our questions
because of the complexity of the software.

Rusty provided paper copies of bank account reports and a financial report from
Shepherd's Staff, but those raised further questions. The rummage sale was reported as a
$1249 loss when it should have been a gain.

Rusty requested a small task force to work on the financial system. The board
recommended that he call John Reed and see if John can meet with him and help him learn
the computer system.


Reports of the Minister, Administrative Coordinator, and the Interim Youth
Coordinator were accepted.

OLD BUSINESS

Board Working Group on Follow Up of Minister's Annual Review -- The review of Patrick's
performance since his return from sabbatical has revealed some problems with the process.
Regina would like a small group to meet and consider ways to improve the instrument, to
streamline the process, and to suggest a time frame for doing the review again. She asked
Mary and Sharyn, board members, to work on those questions with Sej, Patrick, and another
MRC member. Regina asked them to meet before the November board meeting.

Service Contract for Copying Equipment - Sandy reported that, since the last board meeting,
Isabel provided two additional service contracts, one for the copier and one for the duplicator.
Each costs a minimum of $30/month. Sandy will put copies of those contracts in the Board
Minutes Notebook in Room 1.

Purchasing Policy -- Don moved that :Any purchase or contract that totals $1,000 or more
requires approval by the UUFC Board of Trustees before being authorized. Becky seconded
the motion which was approved.

Building & Grounds

Library Roof Replacement -- Regina reported that she has received two estimates for
this job: Scottie Basdin gave a verbal estimate of $1200; Richard Goodwin gave a written
estimate of $1560. Goodwin's written materials included evidence of his Columbia city
license, insurance for his employees, assurance that he would cover the shrubbery during the
work and that he would haul away all debris. That raised questions of whether Basdin was
offering equal assurances.
Don moved that we give the contract to Richard Goodwin. Becky seconded the
motion. During discussion of the motion, it was clarified that Basdin was recommended to
us by Joe Schwarz, a contractor who is a member of the fellowship. Richard Goodwin has
done roofing for the Moodys. The motion was defeated.
Becky moved that we obtain a written estimate from Scottie Basdin including
information comparable to the written information provided by Richard Goodwin. If both are
offering the same services, we will accept the lower bid. Sharyn seconded the motion and it
passed. Dwight will contact Basdin and ask him to submit a written estimate, including
documentation comparable to Goodwin's. Two questions to be clarified are: whether the cost
of the shingles is included in the estimate, and when could they do the work?
The board authorized Regina to sign a contract with the lowest bidder, if their
estimates include the same elements. She will notify the board members via e-mail. The job
is to be paid for by an anonymous donor in the fellowship. Regina will request that the funds
be donated before the contract is signed.

Social Hall Furnace -- We have a written estimate of $3,988 from W. B. Guimarin and
Company to replace this system. A donor gave $1000 for this purpose several months ago.
Since September 3, we have raised $1317 in contributions from 8 additional donors. We still
need $1671 to pay for this job. We had publicized an offer by a donor to match these funds.
Now there is some confusion about whether the matching funds will be forthcoming. The
board recommended that we continue to publicize the need for these funds.

Playground Lighting -- Patrick contacted SCE&G and learned that they are willing to
install a light on the playground. It will look like the round street lights used on residential
corners in the city. The pole will be 20-21 feet above the ground, made of smooth black
fiberglass. Mr. Baldwin from SCE&G marked a recommended location which would give
optimal lighting for the playground, the stairway from the RE wing, and the door to the
storage area. Most of the surrounding homes have garages abutting that area and the light
should not bother them; the one exception is the grey house on Heyward Street next to our
lot. The cost of the light is $16.11 per month or $193.32 annually. The light is not connected
to our meter. The contract with SCE&G is for five years.
Questions were raised about the cost, given our budget situation, and the need for
lighting that area. Patrick pointed out that the playground is being used by teenagers as a
place to smoke and drink at night. It is hoped that lighting the area will discourage that
behavior and lessen our risk of liability.
Mary moved that we have SCE&G install a light for the playground. Don seconded.
The motion passed with two abstentions.

Landscaping -- Mark Cotterill, the landscape designer, went over the grounds with
Patrick and Dick Moons. Mr. Cotterill will offer us ideas for enhancing our property to make
The surroundings more attractive and more inviting.


Coffee House -- Mike Paget provided the names of the artists who have been tentatively
booked for January -- May, 2004.

Nursery Staff -- Regina reported that Cathy Anderson has agreed to be the adult staff person in
the nursery for three hours on Sunday mornings. She has a SLED check. Karla Happmann
has agreed to be the young adult staff person for the same hours, but she has not completed a
SLED check yet. Don moved that we hire Cathy Anderson now and hire Karla Happmann
when she gets her SLED check. Mary seconded. The motion passed.
Rusty will sign the required forms for the new employees. They will be paid on the
same pay days as the other staff. Substitutes will submit (to Rusty) a form requesting
reimbursement, but they will not be paid on Sunday morning.
Alice is creating a list of people who can substitute for these employees if they are
not able to come. All substitutes must have SLED checks.
Rusty noted that one of the new employees is a smoker. Sandy pointed out that the
male who formerly worked in the nursery used to carry children outside and smoke while
holding them. The board agreed that the childcare workers are not to smoke in the building
or around the children.

Mission Possible Update -- Regina reported that Janet Swigler, Judy Turnipseed, Dave
Dickey, and Lynne Sparrow are leading this effort to articulate the mission of the fellowship.
Table Talks will be held after the service on October 26. Regina urged all board members to
attend and participate. On subsequent Sundays discussions will continue to edit the ideas. On
December 7 we will have a congregational meeting to vote the mission statement up or down.

District Conference, Atlanta, February 20-22, 2004 -- The Florida, Mid-South and Thomas
Jefferson Districts are sponsoring a conference (Raising the Roof) for congregations moving
from small to mid-size. They want a team to attend from the congregation, not just one
individual. Pre-registration is due November 4 and fees must be paid by December 2. Cost
is $320 for a single room, $250 for double occupancy, and $180 if one stays off-site. People
attending will need to pay their own costs. Rusty will scan the information about the conference
and e-mail it to board members. There is a video, 'Raising the Roof' which will be circulated
among the board members.

NEW BUSINESS

Conflict Management Workshop -- The TJ District sponsored a workshop on conflict
management in Augusta. Don Thacker, Tootsie Holland, and Carita Barr attended. Don
reported that the presentation was excellent (by Qiyamah Rahman, TJ District Executive)
and Qiyamah is willing to come here and present a workshop if we are interested. Don
moved that Regina should invite Qiyamah to come here to conduct a workshop on conflict
management. Sandy seconded. The motion passed. We agreed to invite all board members,
committee chairs, and all others interested. Regina reported that Qiyamah will be available
on December 6. Board members were asked to keep that date free so they can attend.

Announcements/Signup -- Board members were encouraged to sign up to do announcements.
Sharyn will do a reading for the next meeting. Mary will bring a chalice. Jo will bring
snacks.

ADJOURNMENT at 8:30 pm. Executive session followed.

Minutes recorded by

Sandy Chubon

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.

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