Item

Discussion

Motion/Action

Agenda

The agenda provided prior to the meeting was reviewed.

No changes were made to the agenda.

Minutes of November 14, 2006 meeting

The minutes of the November 14, 2006 meeting were reviewed.  No additions or corrections were offered.

The minutes of the November 14, 2006 meeting were approved without objection.

Treasurer’s Report

Margaret Leicach provided a written Treasurer’s report for the Board, a copy of which is attached to these minutes.  Items of note included:

1)  Year-to-date income and expenses are both slightly below budget and roughly in balance.

2)  For the first time, this monthly financial report contains several graphs to help illustrate the current financial status of the Society.  Feedback on the usefulness of the graphs will be appreciated

3)  All current operating expenses have been met with pledge income plus $5,000 of the $25,000 contributed from the endowment for this year’s transitional expenses.

4)  The Endowment Committee has approved a contribution of $12,000 for Rev. Jamestone’s installation this May.  This amount is consistent with previous minister installations at USH.

5)  A draft policy for cash flow management has been developed and will be considered at greater length at the Board’s January meeting. 

6)  Margaret will work with David Newton to publish a concise monthly financial report in the E-news or Messenger.

The Board will review the policy on cash flow management at it January 2007 meeting.

Child care

The Board continued the discussion from its November 2006 meeting regarding the legal and other issues surrounding child care.  Nina Binin Berg is working on a covenant for everyone working with children through the RE program, but the issue applies to a larger group of adults than those teaching in the RE program.  It involves child care at other USH functions.  The general standard is to have at least two adults in every classroom.  Two related issues need to be addressed in the coming months: 1) How much child care should be available at USH, which is partly a fiscal issue, and 2) What measures should be taken to keep our children and child care providers safe.  Rev. BJ indicated that a number of adults are in need child care in order to participate in USH activities.  Peg Otto noted that this is both a large and relatively complex set of issues and urged the Board to start with the simplest issues first, and then work steadily and deliberatively through the larger issue.  The issues related to child care cut across several councils and sub-councils and addressing these issues will require a matrix approach.

The Board expressed support for the policy of having two adults present whenever child care is being provided at the Meetinghouse.  Charles Huntington will follow up with Nina Binin Berg regarding the development of a covenant. 

Margaret Leicach, Marye Gail Harrison, and Nancy Mandly will speak to the chairs of the Councils on Administration, Community Within, and Spiritual Life, respectively, to identify representatives to participate on a task force, which will be led by the Human Resources Sub-council.  The exact timing will be determined by the Human Resources Sub-council.

Religious Education staffing

The Board discussed the process by which staffing for our religious education will be ensured after Nina Binin Berg, the acting RE staff, completes her tenure in June 2007.  Both for reasons of budget constraints, the size of the USH religious education program, and the leadership talent on the RE Sub-council, the most appropriate configuration for this position may be that of a religious education administrator.  Because of the need to plan for the fall RE offerings over the summer, filling the RE position as close as possible to July 1, 2007 will be desirable.  A search committee will be convened with representation from the Religious Education and Human Resources Sub-councils.

The religious education task force will meet in January 2007 to update the draft job description that was developed with input from the RE Sub-council.  Based on current needs, the job description, and the projected budget for this position, a search committee will be convened with the goal of filling it as close to July 1, 2007 as possible. 

Growth and Renewal Taskforce press release

The Growth and Renewal Taskforce has communicated its desire to release one or more press releases in the course of its work, but expressed concern about the lack of a clear policy on approving press releases.  Board members agreed that the taskforce need not seek Board approval of every press release.  Should the taskforce be concerned about the appropriateness of any particular release, the Board will be happy to review it.  The need to convene in due course a Communications Sub-council is noted. 

The Growth and Renewal Taskforce need not seek Board approval of every press release.  Should the taskforce be concerned about the appropriateness of any particular release, the Board will be happy to review it.  The need to convene in due course a Communications Sub-council is noted. 

President’s Report

Stewardship – Charles Huntington reported that the Stewardship Sub-council held its first meeting under the leadership of Joe Rubin.  The meeting was conducted as a brainstorming session and included several other Society members with experience in fund development.  The annual canvas will begin in March 2007, approximately a month earlier than in previous years.

Board Covenant – Through a series of e-mail communications, Marye Gail Harrison drafted a single, simplified covenant to be signed by the members of the Board and Council Chairs.  Brian Mullen will format the covenant into a document for signatures and posting. 

Minister’s Installation – The Endowment Committee has allotted $12,000 for the Minister’s installation in May 2007, some portion of which will be donated by Rev. Jamestone to the Ebony Horsewomen of Hartford.  Ken Barschi has agreed to serve as organist for the ceremony.

Annual Church Calendar – Rev. Jamestone and Charles Huntington have framed a process for setting the annual church calendar.  A date will be set in the spring for Sub-council chairs to indicate the events and dates they would like on the church calendar for the coming church year.  A bit later in the Spring, the Minister and Council Chairs will meet to work out any conflicts.  Brian Mullen will work with David Newton to identify software to automate the process of setting and posting the church calendar on the USH website.  Going forward, shepherding the process of setting the annual church calendar will reside with the Council on Administration.

Festival of the Seasons – Despite a late start on planning, a very successful Festival of the Seasons was enjoyed by over 175 members and friends, nearly half of whom played some roll in putting the event together.  Managing the Festival of the Seasons is a clear example of a USH activity that crosses the jurisdictions of multiple councils and sub-councils and must be managed through a matrix approach.  Overall responsibility for the Festival of the Seasons resides with the Council on the Community Within.  The Council’s main responsibility each year is to appoint an event coordinator, who will work with each of the appropriate sub-councils to ensure that all of the components of the event are planned and executed. 

Night attendant – The funds for the night attendant position were eliminated by the Board of Directors when the current budget was adopted.  A number of concerns have been raised about the lack of an attendant when events are being conducted at the Meetinghouse during the evening.  The previous attendant has resigned for health reasons is no longer available to cover the Tuesday-evening AA meeting.  AA is not a renter, but, rather, provides a free will offering for our expenses.  Brian Mullen has been covering for 2 hours on Tuesday evenings.  The Council on Administration has thought of adjusting their budget to be able to hire a night attendant for USH events, but has been leery of doing so due to the Board’s explicit action in eliminating this budget item. 

The Stewardship Sub-council will initiate the annual canvas in March 2007, approximately a month earlier than in previous years.

The Board of Directors and Council Chairs will sign its covenant at the January 2007 meeting and read the covenant at the beginning of every subsequent meeting.

Rev. Jamestone has convened an Minister’s Installation Committee to assist in the planning and implementation of this event.

The process of setting the annual church calendar will reside with the Council on Administration

Overall responsibility for the Festival of the Seasons resides with the Council on the Community Within.  The Council’s main responsibility each year is to appoint an event coordinator, who will work with each of the appropriate sub-councils to ensure that all of the components of the event are planned and executed. 

Margaret Leicach will inform the Chair of the Council on Administration that it may consider reinstating the night attendant and bring a recommendation before the Board of Directors.  Charles Huntington will put an explanation of Board’s decision to eliminate the night attendant in E-news.  Brian Mullen will hire someone for the 2 hours. to cover the AA meeting or we will inform AA that it can no longer meet at USH.

Minister’s report

Rev. Jamestone provided a written summary of her activities, which are many and varied.  Brian Mullen and Rosie Rindfleisch have access to her calendar.  Appointments with her can be made through them.  The Board briefly discussed the format by which Rev. Jamestone might best keep it informed of her activities. 

The Board requested that Rev. Jamestone format her monthly reports according to her priorities established at the Leadership Start Up event.