of the Unitarian Universalist Fellowship of Columbia SC November 12, 2003
Members Present: Regina Moody, Joe Kyle, Rusty Wenerick, Jo Conner, Sandy Chubon, Becky
Dickey, Mary McGriff, Dwight Pregler, Don Thacker, Sharyn Walters.Members Absent: Rob Harper, Mary Heriot, ex officio, Patrick Price, ex officio.
Guests: Audrey Muck, Carita Barr, Sej Harman.
Summary
Motions Passed
· We will summarize the current financial information succinctly and share it with the congregation, including the amount of the deficit and that we are 30% behind on pledges for this fiscal year.
Decisions Made
· Regina, Morgan Maclachlan, Jo Conner, Janet Swigler, and Patrick will attend the Raising the Roof conference in Atlanta February 20-22, 2004.
· Jo Conner will continue in her position as board secretary for the remainder of her term, but Sandy will write minutes of meetings.
Action Items
· Rusty will write a statement about our financial situation and circulate it to all board members by Monday, November 17. After getting feedback from the board, he will submit it for publication in the Unigram.
· We will discuss the Fellowship’s financial situation at the December 7 congregational meeting and solicit suggestions from members about how to address the deficit.
· Audrey will clean up the Ministerial Relations Committee description and circulate it to board members for final approval via e-mail.
· Sej will revise the descriptions of the Fundraising Team and the Finance Committee and e-mail them to board members a week before the December board meeting.
· Board members will review the Endowment Committee description before the December board meeting.
· Don and Joe K will organize some humorous fund raising activities for the Capital Fund.
· Sharyn will call a meeting to develop suggestions to improve the evaluation process for the minister. They will report to the board in February, 2004.
· Regina will lead the process to have the Personnel Policy Handbook revised/updated by March, 2004.
· Joe Kyle will work with Susan and Isabel to develop their job descriptions by the January, 2004 meeting.
· We will vote on the UUFC Mission Statement at the December 7 congregational meeting.
· Don and Joe K will organize the Conflict Management Workshop program. They will invite committee chairs and solicit members’ input on their expectations for the day.
· Don will ask Bob Scott whether he is willing to present a piano recital to benefit the Capital Fund.
Proceedings
CALL TO ORDER
The meeting was called to order at 6:15 pm by Regina Moody. She lit a chalice provided by Mary McGriff. Opening words were provided by Sharyn Walters.MINUTES
The minutes of the October 8, 2003 meeting were approved as circulated.
REPORTS
Treasurer – Rusty presented a written report indicating that our assets total $6,186.41 and our liabilities total $16,634.69, resulting in a negative balance of $10,448.28. Pledge donations are $7,588.94 lower than they were last year at this time (a 22% decrease); plate collections are down $663.42 compared to last year at this time (a 51% decrease); and building rentals have decreased $2,003.75 (a 72% decrease).
We did not pay staff members’ pensions last year and we used that money for operating expenses, leaving us in a deficit. We will need to address budget adjustments in January.
Joe K moved that we summarize the financial information succinctly and share it with the congregation, including the amount of the deficit and that we are 30% behind on pledges for this fiscal year. Sharyn seconded the motion. It was approved unanimously. Rusty will write the statement and circulate it to board members for feedback by Monday, November 17. It will be published in the Unigram. This information will be shared with members at the December 7 congregational meeting and suggestions will be solicited for how to address the deficit.
Committee Council – Joe K presented committee descriptions for the Ministerial Relations Committee, the Fundraising Team, and the Finance Committee. Suggestions were offered for further revisions. Audrey will clean up the MRC document and e-mail it to board members for final approval. Sej will make further revisions in the Fundraising Team and Finance Committee descriptions and bring them to the next board meeting for approval. Board members requested that the documents be e-mailed to them so they can read them before the meeting.
Don suggested that the Finance Committee should have responsibility for supervising the expenditures as well as the income. Other board members indicated that is the treasurer's responsibility and he serves as an ex-officio member of the Finance Committee.
Don suggested that the bookkeeper’s responsibilities should be clearly spelled out. Regina said that would be in the administrator’s job description which is under construction.
Joe K handed out copies of the Endowment Committee’s description which will be discussed and voted on at the next board meeting. We will also look at the Worship Committee description next month.
The reports of the Minister, Administrative Coordinator, and Interim Youth Coordinator were accepted as submitted.
Religious Education – Board members expressed appreciation for the attendance data.
Coffee House – Regina reported that the first Coffee House event will be on New Year’s Eve and the artists will be Jack Williams and Friends. This is announced in this week’s Unigram.
OLD BUSINESS
Capital Improvements – The light has been installed in the playground.
The contract was awarded to Richard Goodwin to repair the library roof for an estimated $1500. The cost could be higher if roof damage is found when the shingles are removed. The contributor has given $1200 for that project and has agreed to pay additional costs as needed. The work should begin by mid-November; the contractor has promised not to interfere with Sunday activities in or around the library.
We need $923 to cover the cost of the heater for the social hall. Don and Jo C have been calling members to ask for donations for that project; the response has been discouraging. Some members have agreed to contribute but have not pledged specific amounts. Board members suggested some ways to solicit funds on Sundays in the social hall. Don and Joe K will work on that.
Ministerial Evaluation Process – At the October board meeting, we agreed on an Action Item: Mary M, Sharyn, Sej, Patrick, and a member of the MRC would meet before this month’s meeting to consider ways to improve the evaluation process for the minister. The group did not meet. Sharyn agreed to call a meeting. They will report back to the board by February, 2004.
Personnel Policy Handbook – This document is being updated. Patrick has it now to add his input. Regina’s goal is to have it completed by March, 2004. We do not have job descriptions for the staff members. Regina has descriptions that Susan and Isabel have written. Joe K will work with Susan and Isabel and have draft copies of their job descriptions by the January board meeting.
Mission Possible Update – A group met on November 2 and combined the congregation’s suggestions to produce this mission statement.
The Mission of our Fellowship is:
-to nurture and respect each other in our spiritual growth and pursuit of meaning,
-to create a welcoming and engaging environment through which we work for
positive change in our community and the world.
This statement has been shared with the congregation in this week’s Unigram. We will vote on it at the December 7 congregational meeting. In the future we will talk about ways to implement the mission and to assess and evaluate what is going on in the congregation.
Raising the Roof Team – Regina, Morgan Maclachlan, Jo C, Janet Swigler, and Patrick are planning to attend this conference February 20-22 in Atlanta. Members will pay their own expenses.
NEW BUSINESS
Conflict Management Workshop – The workshop is scheduled for Saturday, December 6, at the UUFC. Don and Joe K are organizing the day. They will send invitations to committee chairs. They will also collect information from participants about what they expect from the day.
Appointment of Board Secretary – Jo C has asked to be relieved of her secretarial responsibilities. Sandy is willing to write minutes but wishes to retain her at large seat on the board, rather than being named secretary. The board agreed to finish out the fiscal year with Jo as elected secretary and Sandy writing minutes.
Piano Benefit – Margie Patterson has offered to present another piano recital May 29, 2004 to benefit the Fellowship. We need someone to organize this event and publicize it.
Don suggested that Bob Scott might be willing to present a piano recital to benefit our Capital Fund. Board members agreed that Don should ask Bob.
Announcements – Carita asked for help with the Christmas Bazaar which is scheduled for November 22. She needs help with publicity, setting up and cleaning up, working the day of the bazaar. She needs more sellers. Will Moredock cannot come this year. Carita suggested that someone make some large kettles of soup to sell at lunch time.
ADJOURNMENT
The meeting adjourned at 9:10 pm.
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.
Your comments/corrections are welcome. Email to Donald Griggs at dgriggs@chaliceweb.org