Board
of Trustees
Wednesday,
August 10, 2005 Meeting Minutes
Church
Social Hall, 7:00p.m.
In attendance:
Elizabeth
Bouldin-Clopton Shelly
Ruth Douglas Brian
Haluska Nick
Laiacona
Mary
Beth Wiley David Takahashi Morris
Leslie Takahashi Morris Leia Durland-Jones
Not present: Elizabeth Breeden, Mark Usry
Board of Trustees Focus for 2004-2005
§
Leadership/Communication:
Strengthening leadership development and fostering better communication
between the leadership structure and the congregation, and within the
congregation.
§
Community/Inclusiveness/Outreach: Support
the continued growth of a sense of the church as one community, inclusive and
reaching out to a diverse wider community.
§
Vision/Mission: Make
mission and vision central to Board work; foster a deeper awareness of the
relationship of our mission to congregational life.
§
Growth --
Planning/Response: Take leadership in congregation's planning for and
responses to growth.
B.
Check-in
A.
Review
of agenda: Removed Long Range Planning
Discussion; Added Remembrance Garden
Committee Item
B.
Minutes from June 8 and July 13, 2005 meetings were
approved, as amended to include “6%” in IV. C. discussion of the 6-month
budget.
III. New Business
A. Executive Session: Report on job
evaluations and Letters of Agreement discussions (Dir. of Music, DRE, office
administrator) with members of the Personnel Committee.
David and
Leslie were asked to stay by the Board. Personnel
Committee members Lynn King and Steve Arata and Doug Loyd gave a brief overview
staff reviews. Letter agreements and job
descriptions were approved by the Board
B. Congregational Meeting agenda and
logistics discussion– including bylaws changes.
Discussion of proposed
bylaw changes ensued. The Board agreed
to change to requiring only one annual congregational meeting in May, to
correspond to the switch to a July 1 – June 30 fiscal year. This will be the “business” meeting to
approve budgets, electing officers and other key positions, while other
non-mandatory meetings can be held as desired throughout the year. Sallie will review the Bylaws for other
changes relating to this change. The Board
deferred voting on these changes until the next meeting.
The
congregational meeting agenda and logistics discussion was deferred to the next
meeting.
C. Treasurer Report, including discussion of
six-month budget.
Treasurers
report attached.
Shelly raised
the issue of an approximately $4500 balance remaining for several years in the
“Backyard Project Account”. Suggestion
was made to transfer this balance to general building funds, since it appears
not to be used for the Backyard Project.
A discussion
ensued regarding the six month (Jan-June 2006) budget. A “flat” budget (i.e., no program or staffing
changes) really requires a 6% increase, due primarily to the timing of annual
UUA payments (due in June 2006), but also to account for cost of living salary
increases, and escalating expenses (i.e. utilities). The Board expressed concerns about not being
able to ask the congregation for a “flat” budget for this 6-month period. The Board generally agreed with the concept
of basing the canvas on a “flat programs and staffing goal”, but which
recognized the reality of escalating expenses.
D. Board retreat (August 27) agenda and
planning, including governance planning
The planned
Board retreat was discussed briefly;
agenda is to include time for governance discussion; to be held Aug 27
from 9-3 as a potluck at Josie’s house.
E. Switch of co-ministers to ¾, ¾ time
instead of full and ½ time.
Leslie and
David discussed Ministers report, attached.
The Board passed a motion that would split the ministers packages to two
¾ time positions vs. one full time and
one ½ time position, as it is currently.
F. New Agenda Item –
G. Next steps capital campaign
This discussion
was tabled for now. Several members
thought we needed further thought on related issues including discussing
timelines, follow-up with David Rickard, relationship to Facilities and Long
Range Planning Task force work, possibly forming a committee, etc.
IV.
Old Business/Reports
A. Personnel Policy Manual
Draft
changes to the Personnel Policy Manual were presented and are attached. The Board approved these changes, as
modified, with section XXI 5 being changed to require that any policies
recommended by the technology committee
be approved by the Board.
VI. Questions
pertaining to received reports (8:50 p.m.)
A U
House Update is attached. Josie – my
handouts and memory fail me here – do we have such a handout???
VII.
Adjourn (9:10 p.m.)
Next Executive Committee meeting: August 31, 2005, 7-8p.m., church
Next Board of Trustees meeting: Wed., September 14, 2005,
Social Hall, 7:00p.m.
Meeting adjourned 9:15
-----------------------------------------------------------------------------------------------
Tentative Agenda Items for Future Board
Meetings:
September Meeting:
Space use data, policy and potential fees
Fund raising policy
Governance
LRP Committee discussion
Capital Campaign discussion
October Meeting:
Safe Congregations (presented by a member/members of ministerial committee)
MM discussion
November Meeting: