Board Minutes June 10, 2008

Unitarian Society of Hartford Board of Directors
Unitarian Meeting House
June 10, 2008

Members Participating: Bill Young, Nina Elgo, Rev BJ Jamestone, Heather Ferguson-Hall; Margaret Leicach, Carolyn Cartland, Marye Gail Harrison; Mike Roy; Martha Page; Amy Hines

Others Participating: Brian Mullen; Gail Syring; Bill LaPorte-Bryan; Joan Kemble; David Newton Members Absent: Carolyn Cartland; Skip Berrien Call to Order: Meeting was called to order at 6:03 pm.

President’s Report Bill commented that the Annual Report was very good. He brought to our attention the Clara Barton Leadership Conference scheduled at 9/20/08 from 9-5 at Dudley MA. BJ, Gail and Brian each submitted their respective reports and indicated they had nothing to add. Bill reported that the Nominating Committee has recommended to the Board the appointment of Louise Schmoll to replace Amy Hines on the Endowment Committee. Marye Gail moves for Louise Schmoll to serve on the Endowment Committee, which was seconded by Heather; motion was approved by unanimous vote.

Budget As of today’s date, including the update with the May actuals, we have $3000 surplus. The proposed budget for 2008-2009 fiscal year should be viewed as a “starting point budget.” We discussed the Good Neighbor Sunday Service collections, in particular whether there should be a line item for ICEJ. It was noted that the 9/28 Service has already been designated as the ICEJ offering and based on past projections, we could be short $800 of the $2000 we committed to giving as part of our 2008 Calendar year dues during our Covenanting Ceremony with ICEJ. Related to this discussion, Gail raised concern regarding the Youth Assistant Position. She noted that the position will be vacant as of the upcoming year but had concerns as to whether there was a process of how to “eliminate” positions and whether there was a process to create positions. Discussion with respect to the ICEJ line item motion, Marye Gail noted our official obligation and commitment to being a dues paying member of ICEJ. In contrast, the concerns expressed with respect to staff, including Peter Magistri’s position as well as the Youth Assistant position are also deeply problematic and raise concerns as to how we should discern our priorities. At the same time, it was noted that the staff positions also implicate Human Resource issues, unlike ICEJ. If the budget is adopted as a “starting point working budget” including ICEJ’s unique status as an external commitment, then the Board can identify needs and make adjustments over time. Gail raised concern that the finance committee didn’t feel empowered to make the decision regarding staffing and the youth assistant position; the only reason we don’t have that position is because we don’t have $2000. Who is responsible for making these positions and discerning the process? Discussion that the Human Resources subcouncil function is not clearly defined. Gail will help initiate a process through the HR subcouncil. Motion by Margaret: Board to adopt as a working budget as originally submitted by the Finance subcouncil and allocate $1000 of the surplus of this fiscal year to the ICEJ line item with remainder coming from the 9/28 Sunday Service collection. This would be regarded as a one time solution to the current situation, with a view toward creating a larger process to discuss the future of social justice funding. Marye Gail seconds the motion. After discussion, motion passes unanimously.

Other issues Margaret recommends that we authorize the Endowment Committee to allocate $10,000 for capitol projects. Margaret moves that the Board approve Capitol projects be funded in the amount of $10,000 from the Endowment Committee, authorizing B&G. Seconded by Marye Gail, voted on and passed.

Departure of members 7:20 -7:30 Members Marye Gail, Margaret and Bill were thanked for their service over their respective terms of office with the Board.

Welcome Heather welcomed the new members; it was agreed that we would keep the second Tuesdays of the month for our meetings during the year, skipping the July meeting and scheduling the next meeting for 8/12/08 from 7-9. Also discussed was the scheduling of an upcoming retreat to discuss team building, setting goals and our new model to operate as a policy governing board. We agreed to schedule the retreat for 9/27/08 including ice breakers, planning goals and objectives. We discussed whether we should use consultants; Mike suggested that it might be good idea and include council chairs; we should run date by the council chairs. On 9/20/08 is the Leading in Congregations, which would cost $85 if five people from the congregation attended; the day would include workshops, convenantal leadership, spiritual leadership development. October 14, 2008 would then be our next meeting for the Board. Heather mentioned that she is on schedule to meet with BJ every Wednesday afternoon at 5:15 Heather announced that there is an open council chair position, as Bill LaPorte-Bryan was stepping down and so there are three council positions requiring Board appointment – Social Justice, Community Within and Administration. This led to discussion as to whether these chair positions were workable. Much discussion ensued regarding the roles and responsibilities of the chairs, that they are volunteers, how to recruit leaders and be honest about what the job entails; whether the chairs should attend board meetings. Should there be some attempt to have at large positions talk to former chairs to discuss their roles, issues, what works, what does not. It was discussed that Skip, Carolyn, Martha and Amy connect in the next month with the respective past chairs of the various councils (Administration: Peter Meny; Hugh; David Newton) (Community within: Carol Sexton, Margaret Leicach) (Spiritual Life: Kelly Lyman, Nina Elgo, Andrew Millard)

Hopes and goals Everyone at the meeting offered their hopes and goals for the year.

Process check-in

Adjournment: The meeting was adjourned at 9:03 p.m. The next meeting of the Board is scheduled for August 12, 2008 at 7pm. Respectfully Submitted, Nina Elgo, Board Secretary


President’s Report	Bill commented that the Annual Report was very good. He brought to our attention the Clara Barton Leadership Conference scheduled at 9/20/08 from 9-5 at Dudley MA. BJ, Gail and Brian each submitted their respective reports and indicated they had nothing to add. Bill reported that the Nominating Committee has recommended to the Board the appointment of Louise Schmoll to replace Amy Hines on the Endowment Committee. Marye Gail moves for Louise Schmoll to serve on the Endowment Committee, which was seconded by Heather; motion was approved by unanimous vote.
Budget	As of today’s date, including the update with the May actuals, we have $3000 surplus. The proposed budget for 2008-2009 fiscal year should be viewed as a “starting point budget.” We discussed the Good Neighbor Sunday Service collections, in particular whether there should be a line item for ICEJ. It was noted that the 9/28 Service has already been designated as the ICEJ offering and based on past projections, we could be short $800 of the $2000 we committed to giving as part of our 2008 Calendar year dues during our Covenanting Ceremony with ICEJ. Related to this discussion, Gail raised concern regarding the Youth Assistant Position. She noted that the position will be vacant as of the upcoming year but had concerns as to whether there was a process of how to “eliminate” positions and whether there was a process to create positions. Discussion with respect to the ICEJ line item motion, Marye Gail noted our official obligation and commitment to being a dues paying member of ICEJ. In contrast, the concerns expressed with respect to staff, including Peter Magistri’s position as well as the Youth Assistant position are also deeply problematic and raise concerns as to how we should discern our priorities. At the same time, it was noted that the staff positions also implicate Human Resource issues, unlike ICEJ. If the budget is adopted as a “starting point working budget” including ICEJ’s unique status as an external commitment, then the Board can identify needs and make adjustments over time. Gail raised concern that the finance committee didn’t feel empowered to make the decision regarding staffing and the youth assistant position; the only reason we don’t have that position is because we don’t have $2000. Who is responsible for making these positions and discerning the process? Discussion that the Human Resources subcouncil function is not clearly defined. Gail will help initiate a process through the HR subcouncil.	Motion by Margaret: Board to adopt as a working budget as originally submitted by the Finance subcouncil and allocate $1000 of the surplus of this fiscal year to the ICEJ line item with remainder coming from the 9/28 Sunday Service collection. This would be regarded as a one time solution to the current situation, with a view toward creating a larger process to discuss the future of social justice funding. Marye Gail seconds the motion. After discussion, motion passes unanimously.
Other issues	Margaret recommends that we authorize the Endowment Committee to allocate $10,000 for capitol projects.	Margaret moves that the Board approve Capitol projects be funded in the amount of $10,000 from the Endowment Committee, authorizing B&G. Seconded by Marye Gail, voted on and passed.
Departure of members	7:20 -7:30 Members Marye Gail, Margaret and Bill were thanked for their service over their respective terms of office with the Board.
Welcome	Heather welcomed the new members; it was agreed that we would keep the second Tuesdays of the month for our meetings during the year, skipping the July meeting and scheduling the next meeting for 8/12/08 from 7-9. Also discussed was the scheduling of an upcoming retreat to discuss team building, setting goals and our new model to operate as a policy governing board. We agreed to schedule the retreat for 9/27/08 including ice breakers, planning goals and objectives. We discussed whether we should use consultants; Mike suggested that it might be good idea and include council chairs; we should run date by the council chairs. On 9/20/08 is the Leading in Congregations, which would cost $85 if five people from the congregation attended; the day would include workshops, convenantal leadership, spiritual leadership development. October 14, 2008 would then be our next meeting for the Board. Heather mentioned that she is on schedule to meet with BJ every Wednesday afternoon at 5:15 Heather announced that there is an open council chair position, as Bill LaPorte-Bryan was stepping down and so there are three council positions requiring Board appointment – Social Justice, Community Within and Administration. This led to discussion as to whether these chair positions were workable. Much discussion ensued regarding the roles and responsibilities of the chairs, that they are volunteers, how to recruit leaders and be honest about what the job entails; whether the chairs should attend board meetings. Should there be some attempt to have at large positions talk to former chairs to discuss their roles, issues, what works, what does not. It was discussed that Skip, Carolyn, Martha and Amy connect in the next month with the respective past chairs of the various councils (Administration: Peter Meny; Hugh; David Newton) (Community within: Carol Sexton, Margaret Leicach) (Spiritual Life: Kelly Lyman, Nina Elgo, Andrew Millard)
Hopes and goals	Everyone at the meeting offered their hopes and goals for the year.
Process check-in