Item

Discussion

Motion/Action

Agenda

The agenda provided prior to the meeting was reviewed. 

No changes were made to the agenda.

Minutes of February 13, 2007 meeting

The minutes of the February 13, 2007 meeting were reviewed.  Minor changes were made to the wording of the report on the activities of the council on Community within. 

The revised minutes of the February 13, 2007 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:

• Margaret complimented the Council chairs on their timely submission of budgets for the coming fiscal year. 
• Reiteration of the motion previously discussed by e-mail was made.  This motion entailed applying $2,000 of surplus from the budget adjustments made in early January 2007 based on an updated review of revenue and expenses as well as an additional $5,000 of surplus from the Building and Grounds budget to 2 additional proposed expenses.  These potential expenses are $5,000 to pay for a part-time RE administrator for the rest of this fiscal year, if someone can be identified and hired to fill this position.  The other potential expense is up to $2,000 for an evening attendant for the remainder of the fiscal year.  It was reiterated that the $5,000 coming from the Building and Grounds budget this year is due to better than anticipated expenses due to the mild winter and does not impact the base for its budget in the coming year.

A motion was made by Margaret Leicach to reallocate a total of $7,000 in the current budget ($2,000 identified in January as surplus based on mid-year budget review and $5,000 from Building and Grounds budget) to cover the cost of a part-time religious education administrator (up to $5,000) and an evening attendant (upt $2,000).  The motion was seconded and passed unanimously.

Council Liaison Reports

Council on Administration

Margaret reported that the Hugh Schweitzer has requested to step down as Chair of the Council on Administration, effective as soon as a replacement can be named.  The Board discussed the need for further clarification of the role of the Chair before beginning the recruitment process of a new Chair.    .

Council on Community Within

Nancy Mandly reported on the following Sub-Councils. The Performing Arts Sub-council made $1,300 from the recent Nomo Homo event.  The Hospitality Sub-council is being reorganized and more details will follow. 

Spiritual Life

Marye Gail reported on the following Sub-councils. Adult Programs Sub-council spring program is out, and the group completed the budgeting and calendar process for next year in a timely manner.  Worship Sub-council has been reorganized with the help of Reverend Jamestone.  The Religious Education Sub-council has assigned portfolios for the tasks associated with running the RE program. 

Social Justice

Peg provided a written report for review which is attached.

Margaret will ask Hugh to outline the job duties of the Chair of Council on Administration.  Once the job description is complete, the Board will discuss the recruitment of a new Chair,

Women’s Alliance

Louise Schmoll reported on recent discussions among the members of the Women’s Alliance in relation to its connection with current governance structure.  She provided a report from the Committee on Ministry regarding its conversation with Louise as a representative of the Women’s Alliance in November 2006.  The report outlines the 113 year history of the Women’s Alliance and their important contributions to the Unitarian Society of Hartford and the UUA.  The COM stated that it “support(s) the Alliance in its efforts to cement its presence at USH under the umbrella of the Community Within.”  Louise reported to the Board that the Women’s Alliance would like to join the Council on Community Within.  The Women’s Alliance would like to continue to manage its own funds, both revenues and expenses, with the ability to carry over funds from one fiscal year to the next.  The Board discussed this at length, noting that the current fiscal policy states that any money left in a Sub-council’s budget at the end of the fiscal year automatically reverts back into the general fund of USH.  Louise explained that the women’s Alliance would like to be able to carry over funds raised by them in one year, in order to apply them to a particular expense that may not be incurred until the following fiscal year.  She stated that this would apply to self-raised funds brought in by the work of the Women’s Alliance.   The Board debated the pros and cons of making an exception to the current fiscal policy regarding Sub-council budgets.  The Board noted the exceptional history of the women’s Alliance in maintaining fiscal integrity over a 113 year time span as an important factor.   Louise reported that the Women’s Alliance would vote on the proposal to join the Council on community Within on April 22.  Assuming the vote passes, a committee would be appointed within their organization to create the structure for the new Sub-council.  It is anticipated that this could be in place for the start of the next fiscal year on July 1, 2007.  Carol Sexton stated the need for a clear communication process so that all Council chairs are aware of the change.

Susan Kinney made the following motion:  The USH Board expresses its pleasure at the prospect of the Women’s Alliance becoming a Sub-council of the Council on Community Within.  In consideration of the Women’s Alliance’s 113 year history of contributions to this congregation and the denomination, the Board will grant an exception to current USH fiscal policy permitting the Women’s Alliance, as a sub-council of the Council on the Community Within, to carry over self-raised funds from one fiscal year to the next.  This exception will be reviewed in 3 years.  The motion was seconded and passed unanimously.

Discussion regarding the Nominating Committee

Charles brought up the need to appoint a Nominating Committee.  Rebecca Bryan is the automatic chair since she is the Immediate Past-president.  An additional 4 members must be named.  Their charge, based on the by-laws, is to nominate at least one person for each open position at least 30 days before the Annual Meeting.  The Annual Meeting will be held on June 3, 2007, after the 11:00 a.m. service.  Names of potential members for the Nominating Committee were discussed. 

Charles will call potential members for the Nominating Committee to ask if they will serve.

Sue Kinney will clarify current terms for all Board members, to ascertain when their terms expire.

The Board recommends that the Nominating Committee meet with both the minister and the Board.

Special Report

Bill Young reported on information he received at the UUA national conference entitled “Now is the Time.”  The theme was the future for congregations and the denomination as a whole with respect to multicultural and multiracial issues.  The questions posed included what is our cultural and racial legacy and where do we want to be in the future.  Bill distributed a list of questions that are useful for reflection on these topics.  Reverend Jamestone thanked Bill for his attendance at this important meeting and told the Board that this is a topic she would like to address in an intentional manner over the next year in relation to our own congregation.

No action required.

President’s Report

Charles reported that Stewardship is moving forward with plans for the kick-off event on March 17.  To date, approximately $25,000 in increased pledges has already been raised from a number of congregational members.  An additional $25,000 over last year’s pledges will have to be raised in order to meet the canvass goal of $325,000.  Discussion was held regarding follow-up solicitation for those who do not attend the 3/17 event.  A CD of the most recent Sunday service which included testimonials from members with regard to their personal pledges is available to be copied and sent with the follow-up solicitation letter.  Details of the mailing will be handled by Stewardship. 

Charles also reported that the work of the Task Force on Public Policies.  John Clapp has recently joined the taskforce.  Itsr work is progressing well and a proposed set of guidelines for dealing with issues of congregational public policy will be ready soon for review.  They plan to hold a talk back session for the congregation to provide feedback on their work before submitting a proposal to the Board for final approval.

No action needed.

Minister’s Report

Reverend Jamestone provided a written report prior to the meeting.  Many potential topics for discussion were raised in her report.  The Board and Reverend Jamestone chose to discuss the process for evaluation of the minister at this meeting.  Reverend Jamestone noted that the procedure currently outlined in the Constitution calls for the Board to perform an evaluation of the minister at the end of the first year.  This model is not typical for ministers, who generally would be evaluated by the Committee on Ministry and not the Board.  The Board discussed the purpose and focus of the evaluation.  We agreed that a model for a useful evaluation would be based on asking the question of “Who do we want to be as a congregation?” and then assessing performance in relation to making progress toward that goal.  Board members also agreed that this would be a useful method for evaluating other staff members as well as Board members themselves.  The Board members discussed the difficulty of strategic thinking and planning at regular Board meetings given the number of specific tasks and acute problems that have to be addressed.  The need for a strategic planning committee was briefly discussed.  The possibility of a separate Board meeting to pursue this further was discussed but no specific plans were made.

No action outlined.