President’s Report

Minister Review:  After BJ’s first year, we the Board are supposed to be doing ministerial review.  For now, BJ has distributed a copy of her self-review.  At this time, a team is being developed to conduct such reviews. COM specifically asked that last year’s Board to participate on the ministerial review team.  The intention is to get input from everybody, from last year’s Board and this year’s Board. 

Council Chairs:  four council chairs met this past August with BJ and they have another meeting in October scheduled. They seem committed to doing this, sharing info among themselves and are involved in planning activities jointly. 

Bill discussed a plan to hold open sessions to discuss our governance, constitution, how it works, etc.  The focus of these open sessions will be educational and the first will be scheduled sometime in October.

After this meeting and the next meeting of the Board, we will set aside a time to evaluate how we work together along with policy and governance and our understanding of it. 

Margaret and Brian were thanked for getting financials out and current. 

Policy Governance – plan is to spend some time on this in our November meeting, but Bill shared some of his initial thoughts, specifically intending to have us consider how boards behave and conduct themselves.  Are we talking about the ends or the means?  Bill suggested that for the most part, policy-making involves talking about ends, not means. 

Agreed that we would meet on November 3, 2007 from 8:30 – 12:30.

Minister’s report

BJ addressed her report and her intention to evolve and transition her “immersion” role of our first year into a new role with focus on worship and spiritual leadership.  As such, she is no longer on every USH list-serve.   BJ is also in the process of forming a vibrant and robust group of persons for a pastoral care team.

BJ also described the need for a team of people who can work with BJ on Sunday programming as a whole, with a view toward equalizing our two services.  AP, RE, and Worship – essentially Spiritual Life – need to be involved.  As such, the Spiritual Life Council will have as one of its tasks a “Sunday Program Planning team”  with the opportunity to include interested persons outside the council to work on this task.

DRE report

RE starting the school year with the end of the year in mind.  Goal consistency, reliability and stability.  Arts, curriculum or intergenerational programming available.  Have something consistently for this year.  All of the syllabi for the classes.  Energy increasing.  Increased enrollment by 44% - sent out a huge mailing to 160 families.    Board should be informed and aware of the program.  Need five more teachers. So enthusiastic the teachers for training – sent them out to recruit.

Business Manager

September Messenger reformatted.  Brian hopes to have the photo directory by next weekend.  Rosie, Gail and Brian will be at Church Windows training.  Discussion re ushers and tracking the collection.

Treasurer’s Report

Margaret hasn’t heard back for meeting dates for Finance Sub-Council from everyone but so far the date 9/23.  Margaret’s written report was distributed to council members.

HR issues

Sue Huntington and Bill Shoemaker attended on behalf of the HR subcouncil.  Sue gave us a background on the last year’s activities with respect to personnel, which launched an intensive review and formulation of proposal for which the HR Sub-Council is now seeking Board approval.  Sue reviewed those approvals, which all agreed were impressive and thoroughly considered documents. 

Specifically, HR seeks our approval on:

1.  Formal description of the Roles and Responsibility of the HR Subcouncil

• Description of USH Employed Positions, outlining hiring and supervisory responsibilities
• Policy and procedures for an annual performance appraisal, including performance evaluation forms
• Purchase of EPL insurance with a $5,000 retention and $250,000 limit of liability for an annual premium of $175.00
• Authorizing the Business Manager to conduct criminal background checks for new employees.
• Formal re-evaluation of the Sexton position to reflect the realities of the current responsibilities.  

1. By agreement, said document was distributed by email.  It was subsequently reviewed by all members and approved the following day, on 9/12/07.

Marye Gail moved that all HR subcouncil recommendations (2-6) be approved which was seconded by Heather.  Motion passed.  Enormous thanks and appreciation also conveyed. 

Additional report

Bill noted again our selection as a UUA field test sites for “Building the World We Dream about” curriculum.  A little less than 4% of UU congregations have been selected to participate.  Springfield is participating. Bill thought we should begin discussions because we are starting in 2008.  Bill noted that this was a big commitment.   For one calendar year, there will be sessions every month, and need for facilitators and decisions re: the process for selecting participants.  Bill will be sending us information so we may begin to digest what this project will involve.

Process check-in