Item

Discussion

Motion/Action

Agenda

The agenda provided prior to the meeting was reviewed.

No changes were made to the agenda.

Minutes of January 9, 2007 meeting

The minutes of the January 9, 2007 meeting were reviewed.  A discussion was held regarding the timing for approval of the minutes.  The Board agreed that minutes would not be officially approved and available for dissemination until the following Board meeting.  The need for careful review requires the chance to meet together to discuss any changes.  There was a concern raised by some in the congregation that faster dissemination of the minutes would be beneficial to enhancing communication.  The Board discussed this and felt that any items of an urgent nature would be disseminated in a timely manner as dictated by the item of concern.

The revised minutes of the January 9, 2007 meeting were approved without objection.

The minutes of each Board meeting will be available for dissemination after approval at the subsequent Board meeting.

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:

• All cash payments are current and no cash flow reserves were used in January.
• Council budgets are due to the Treasurer on February 22, 2007.
• The proposed grant development process crafted by Margaret was reviewed and discussed.
• Margaret requested a review of the policy regarding calculation of overhead costs to be applied to programs using Meeting House space.  The policy previously approved was to calculate overhead based on 5% of the direct costs of the program.  Margaret and the Finance Sub-Council suggest changing this to calculate overhead based on the number of hours the program uses the Meeting House with the hourly cost based on the costs of operating the building in the previous year.  The reasons for suggesting the change include the fact that the prior method yields cash revenues so small as to be not worth calculating.  Additionally the method proposed better aligns the process with the intent which is to make users aware of the cost of running the operations.   

 A motion was made to accept the grant development process as submitted by Margaret.  The motion was seconded and passed unanimously.

A motion was made to change the policy for calculating overhead expense for programs using the Meeting House to the method of charging an hourly cost based on operating costs of the previous year. The Treasurer and Finance Sub-Council will set the hourly rate. The motion was seconded and passed unanimously.

Council Liaison Reports

Council on Administration

Margaret reported that the Council on Administration successfully completed the installation of the new boilers at a cost approximately $9,000 less than the anticipated $85,000.  She also reported that Hugh has named Susan Huntington as the new chair of the Human ResourcesSub-council.

Council on Community Within

Nancy Mandly reported on the following Sub-Councils.  The work of the Caring Network is going well.  The Stewardship Sub-council plans for the annual canvass are coming together and the group is energized under the leadership of Joe Rubin.  Two Pathways classes have been completed by the Membership Sub-council, and plans for incorporating new members are beginning to take form.  The Performing Arts Sub-council has events are planned through the end of the year.  On February 23 Vaughn will be performing at the Meeting House.  Bill Bryan is willing to chair the Festival of Seasons effort again next year.  Plans for planning the budget for next year are underway.   The Women’s Alliance has asked to be put on the agenda for the next Board meeting to discuss its plans for becoming a Sub-council.  The Circle Dinners and Game Nights organized by the Hospitality Sub-council are ongoing.  The group is looking into whether the current structure is working effectively to address the needs of hospitality for the entire congregation.

Spiritual Life

Nina Elgo reported due to the absence of Marye Gail.  The Adult Programs Sub-council is working effectively and has completed its brochure and budget for the coming year.  Worship Sub-council is working on its budget.  Heather Ferguson-Hull reported that the Religious Education Sub-council has been busy.  Its members met with Deb Levering, District Administrator for Religious Education, to discuss long range plans.  Additionally, they meet with the Committee on Ministry.  Finally, they have begun to look at the multiple tasks that are required to make an effective religious education program and have begun to break them down into portfolios with specific assignment of the various tasks.

Social Justice

Peg provided a written report for review.  Highlights from Information and Advocacy Sub-council include the ICEJ event on January 23, at which 25-30 USH members attended, the January 31 legislative hearing on universal health insurance, at which Charles Huntington presented and Reverend BJ attended.  Also the Disabilities Sub-council is conducting ongoing tests of the Viascribe system and plans to begin work on the Mental Health Ministry.  The Welcoming Congregation Sub-council had a presence at a January 31 press conference and sponsored a marriage event on February 11 attended by 50 members.

Re Administrator Report

Nina Binin-Berg reported on the progress toward developing a process for hiring of nursery staff.  She presented the Board with a draft copy of the description for the position of Childcare Worker, which includes qualifications, duties and performance expectations.  She also shared a copy of the proposed employment application and a hiring checklist process to be used.  These documents were developed with guidance from the Church Mutual website as well as Susan Huntington who has experience in this area.  A discussion was held amongst the Board members as to who would do the hiring and supervising of these employees.  It was determined that the R.E. Sub-council would not be responsible for hiring or supervising childcare workers.  It was agreed that the Human Resources Sub-Council would develop the process for hiring childcare workers for the nursery. 

Charles will notify Susan Huntington that the Board decided the Human Resources Sub-council will develop the process for hiring of childcare workers for the nursery.  Nina Elgo will notify the Religious Education Sub-council of this decision. 

Special Report on Safe Congregations

Gail Syring reported on the UUA conference she attended regarding the matter of “safe congregations.”  There are 3 main topics that were addressed at the conference – prevention of problems and risk reduction, how to confront issues as they arise, and how to perform “impact management.”  The reasons for undertaking these efforts legal, ethical, and fiscal.  The two main areas under the larger topic are physical plant and asset management and expectations for right relationships.  Gail recommended that a task force be appointed to look at issues systematically, one issue at a time.  The Board discussed the topic and felt that further work in this area is definitely needed.  The areas of physical plant safety are not as pressing for our congregation at this time as issues related to right relationships and how to maintain community.  Charles commented that this work will dovetail with work already underway through the Taskforce on Public Policies, but that it will expand into further areas.  The Board thanked Gail for her very thorough report and the work she has done in this important area.

Reverend Jamestone will send to Board members documents related to the forming of a covenant of right relations. 

Bill Young agreed to meet with Gail to discuss ways to bring the process forward for the formation of a taskforce.

President’s Report

Charles reported briefly on the work of the Stewardship Sub-Council.  Plans are moving forward on the 3/17 event that will replace Pledge Sunday.  Discussions are being held about a possible matching grant as a booster for this campaign.  The final goal is to raise an additional $50,000 over last year for a total of $325,000.

No action needed.

Minister’s Report

Reverend Jamestone supplied a written report prior to the Board meeting.  She reported on her work of reviewing the membership list prior to submitting our total congregational count to the UUA.  During this review, she found approximately 100 members who are not contributing the minimum $250 stated in the By-laws as a requirement for membership.  She plans to explore this further over the next year.  She also brought forward the topic of the position of R.E. Administrator.  She asked that the Board consider approving the funds for a part-time administrator for the remainder of this calendar year and then plan for the hiring of a part-time administrator for next for 28 hours per week.  This was endorsed by Nina Elgo and Heather Ferguson-Hull of the R.E. Sub-Council.

Motion was made to ask the Treasurer and the Finance Sub-Council to define the monthly cost of hiring a R.E. Administrator for the remainder of this year, beginning April 1st.  Motion seconded and passed unanimously.

The Board authorized the Human Resources Sub-Council to proceed with the process of hiring a R.E. Administrator. 

The Treasurer will work with the R.E. Sub-Council to develop their budget for the coming fiscal year to include an R.E. Administrator for 28 hours per week.

Nina Elgo will communicate the above noted plans to the Chair of the R.E. Sub-Council.