Board of Trustees
Meeting Minutes
Wednesday, May 11, 2005
Church Social Hall, 7:00 p.m.
DRAFT
Board
Members Present: Elizabeth Breeden, Elizabeth Bouldin-Clopton, Shelly
Canterbury, Ruth Douglas, Brian Haluska, Nick Laiacona, Josie Loyd, David
Stoner, Sally Taylor, Mary Beth Wiley
Ministers/Staff
present: David Takahashi Morris, Leslie Takahashi Morris, Leia Durland-Jones
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 – The board members
checked in. New members were welcomed.
A. Review of Agenda – There are
no items to add. There was one item
removed.
B. Approval of Minutes from
April 13, 2005 – There were no corrections, and the minutes were approved.
The following motions were seconded and approved
A. Motion to approve the Public Witness Process as presented at the April 17, 2005 Congregational Meeting -
B. Motion to approve the Gay-Straight Alliance Committee Position Description as presented by Sally Taylor -
C. Motion to approve the gift from Virginia James in honor of Catherine Cox in the amount of $5,000 to be used for a sound system in the sanctuary –
D. Motion to approve the gifts of $1,000 each from Jill Rinehart and Alice Handy for the ministers’ office furnishing -
IV.
People Needed
People are needed for:
A. Board Contact for Mollie Michie – Doug Loyd
has been meeting with the Mollie Michie Preschool staff, but he has retired
from the board. Sally Taylor volunteered
to serve in this capacity.
B. Neighborhood/TJMC-UU Liaison Committee – The
Neighborhood Association has requested that a neighborhood/TJMC-UU committee be
formed to look into matters of mutual interest including parking. Gate Pratt
has served as the church contact for this group but does not feel he can take
this on alone. Brian Haluska discussed
his involvement as a City Planner, and potential conflicts in representing the
church to City Zoning but said that he would check to see if he could serve as
part of this group. Elizabeth
Bouldin-Clopton expressed interest in serving in this capacity. The board discussed asking Al Reynolds, Trudy
Rohm, Bonnie Sheppard if they would be interested in joining this group.
C. Board Liaison to Personnel Committee – Shelly
Canterbury volunteered to serve as the board rep.
V. Calendar Items
A. Date for Minister’s Evaluation – a sign up sheet was passed and the ministers will inform folks of the date.
B. Date for Board Retreat in Fall – the retreat is tentatively set for August 27 from 9:00am to 3:00pm. at the Loyd’s home.
VI.
Old Business/Reports
A. Personnel Policy Manual – there was
discussion about the changes that were made to the personnel policy manual that
was approved at the last meeting. Also discussion about the ministers reporting
their leave every quarter and whether that was appropriate. New members had not received the manual so it
will be distributed to everyone and we will vote on any changes at the next
meeting.
B. Leadership Retreat Update – Deepening the
Meaning of Membership is the theme of the meeting. Friday night’s board retreat will focus on
meeting new members, a personality/style survey, and goal setting for the next
year.
C. Congregational Meeting Debriefing – Most of
the board was present at the meeting.
There was discussion of improving procedures for sign-in and for picking
up materials. We will discuss this further at the next board meeting, when
proxy voting will also be addressed.
D. Treasurer’s Report – Ms. Canterbury passed
the treasurer’s report. Reminder letters
are going out as pledges are less than expected. The day-to-day operational fund has dropped
to less than half of the normal operating fund amount. There will also be a reminder in the Friday
email.
E. Discussion regarding launching of an 18 month
canvass in order to convert to a July 1 Fiscal Year – The new year would begin
in July of 2007, and cover through all of 2008.
Finance committee recommends that the church launch a six-month
continuation canvass and then a 12 month canvass rather than an 18 month
canvass. There was discussion about the reasons for aligning the fiscal and program
years. The decision was to delay decision until next board meeting pending
feedback from the UUA assessment.
F. Facilities Task Force discussion – the
members of the board discussed the reports and what the sense of the
congregation is regarding the facilities planning/expansion/ building
possibilities. Discussion included
congregational space needs, the financial commitment, growth in membership, the
limits of the current RE and sanctuary space, the timetable for building, the
readiness of the congregation to move forward, and the need for more
conversations regarding building and growth.
There was agreement that David, Leslie and Josie would get together with
the facilities task force to talk about next steps. There was also discussion
about the David Breeden offer of land on Old Lynchburg Road. Ms. Loyd and Mr. Loyd have visited the
property and have talked to David and Elizabeth Breeden about this possibility.
They do not currently own the land but may well own it in January 2006. After
that there will be discussion about development of the land and that might
include space for building of a church. The rest of the property would likely
be developed into housing. This offer is not an option to give the church land
for resale and it might well be a few years before any definite steps are
possible. The Breedens know that the church is open to considering this
generous offer as time proceeds.
G. Financial Assessment Visit 6/3, 6/4, 6/5
(Board attendance is strongly requested the morning of 6/4) – Plans continue to
move forward for the assessment visit from the UUA.
BREAK
H. Update on recruitment of members for building and grounds, canvass,
LRP and communications – nominating committee has not responded to a request to
help with this but David and Leslie and
Elizabeth Breeden and Mary Beth Wiley will go forward trying to find members
for these groups and will welcome whatever help nominating committee can
provide.
I. Conflict Resolution Update (executive
session) – Staff was excused, but the ministers were asked to stay for the
executive session. A Memorandum of
Understanding was passed for the board to review. A monthly update on staffing will be provided
to the board of trustees by the ministers.
The Memorandum of Understanding will become part of the board record.
VII.
New Business
A. Discussion on the use of
Summit House rooms and who will handle – deferred.
B. Canvass theme – deferred.
C. Banner – MOTION: A motion
was made and seconded to continue to have the banner on the church until the
state government reassesses their position on marriage rights. An amendment was suggested to bring the
banner issue to the congregation for their vote on continuing to hang the
banner on the church. There was
discussion about some in the congregation who would like to have the banner
come down. After the discussion, the original motion was removed from
discussion. MOTION: A motion was made
and seconded that the church leave the banner on the outside of the church
until the congregation feels that there is a compelling reason to remove it or
change it. After discussion of the
second motion, the vote was eight votes for the motion and two votes against
it.
D. U House – Ruth Douglas has
volunteered to work with Gate Pratt as contact for U House including
negotiating the lease renewal, which expires room by room, beginning in
June. One of the tasks is to make all
the leases expire on the same date, and to negotiate more access to the
available meeting room. That space is
designated as potential church meeting space in the current leases.
E. LREDA Grant Report – The
grant report has been drafted, and has been submitted.
F. Dick Dershimer Proposal –
Creating a “Preserving (Fostering) Our Democracy Society” Group Network
(information purposes only – no action needed).
This would fall under the Social Action Council’s purview.
G. Motion to approve three
members to the committee on ministry – MOTION: That Holly Glassberg, Roz
Westerman and Bob Gross be appointed to serve on the committee on
ministry. The motion was seconded and
passed unanimously.
H. The Mountain School of
Leadership – In the budget there is money for leadership development, and there
is a retreat available for one person to attend.
VIII.
Questions Pertaining to
Received Reports – There were no questions about the ministers’ or RE Director’s
reports. Membership report: There are
409 current members.
IX.
Adjourn
Next Executive Committee
Meeting – Wednesday, June 1, 2005, 7:00pm to 8:00pm, church.
Next Board of Trustees Meeting –
Wednesday, June 8, 2005, 7:00pm, Social Hall.
June Meeting
Council Responsibilities
Proxy Voting
Safe Congregations
Growth Study from UUA
Assessment Report from UUA
Facilities Task Force Plans
Launching of a capital
campaign
Fundraising Policy
Endowment Committee
Six month – eighteen month
canvass