Item

Discussion

Motion/Action

Agenda

The agenda provided prior to the meeting was reviewed.

Margaret requested that a discussion of employee health benefits be added to the agenda.

Minutes of September 12, 2006 meeting

The minutes of the September 12, 2006 meeting were reviewed.  No additions or corrections were offered.

The minutes of the September 12, 2006 meeting were approved without objection.

Treasurer’s Report

Margaret provided a written report for the Board.  Items noted were:

1) Approximately $2,000 remains to be paid of last fiscal year’s unpaid expenses, consisting of mainly unpaid pension contributions. 

2) To meet payroll expenses, part of the $25,000 fund given by the endowment will need to be used. 

3) Through 9/30/06 revenue was 21% greater than current expenses.  Total revenue was 5% under budget. 

4) Expenses were 8% under budget due to no minister salary paid for the summer.

A listing of the new rental rates was provided.

Information only.

Employee Health Benefits

Margaret reported on the new health insurance plan being offered by the UUA.  The 2 different plans offered by the UUA were reviewed.  The differences between those plans and the current plan our employees are enrolled in were discussed.  One of the UUA plans would cost approximately $1,750 more than we are currently paying.  The other plan would be $790 less per year than our current plan.  Bothwould have more out-of-pocket expenses for the employees.  The pros and cons of each plan were discussed.  Margaret noted that the UUA has already received the number of enrollees necessary for them to offer the plan.  Reverend Jamestone had discussed the various options with Brian, who will be affected by any change.  As he is satisfied with the current plan and the Board did not feel it could incur any further costs, the Board agreed to continue with the current plan.

Margaret will find out when the open enrollment period is for the UUA plan in case a decision is made in the future to change plans.

Deferral of Employee Pension Contributions

Margaret reported that we have been deferring payment of employee pension contributions for some time due to cash flow problems.  While significant progress has been made regarding the amount that is in arrears, we are still currently 1 month behind on last year’s payments and have not paid anything on this year’s contributions.  The total dollar amount in arrears is in the neighborhood of $2,000 from last year and almost $3,200 from this year.  The Board agreed that this is an untenable position that needs to be immediately rectified because our employees lose interest payments.  

Charles made the following motion.  Any past due payments of pension contributions will be paid current through October using money from the Schwab account as needed.  Further, going forward, all future payments will be made on time.  In addition, we will charge the Finance Sub-council with the task of presenting to the Board a plan on how we can remain current in the future.  Marye Gail seconded.  The motion passed unanimously.

Stewardship

Susan began a discussion of the need for Board involvement in the Stewardship efforts.  At this time, there is no chair of Stewardship and efforts to recruit a chair and new members have not been successful.  Board members were in agreement that Stewardship efforts should be a top priority.  The role of the minister in Stewardship was discussed.  Reverend Jamestone brought up the idea of applying to be a part of a pilot project that was presented at General Assembly that examines Stewardship efforts.  The Board agreed that they would like to find out more about the project, which has a December application deadline.  The Board also agreed that it would become actively involved in the recruiting of new members and a chair for the Stewardship Sub-council.  Additionally, it was agreed that a broader congregational conversation about the importance of the work of Stewardship is critical.

Each Board member will brainstorm ideas for names of those who might be able to serve on Stewardship – either as members or as the chair and will forward names to Charles.  Reverend Jamestone, Charles and Board members, where appropriate, will do the actual recruiting.

Bill will obtain application materials and information for the pilot project and circulate them to Board members for review.

President’s Report

Charles reported on the following topics:

• RE Task Force:  The task force will recruit a lead volunteer to administer the RE program through at least January 1.  A job description has been developed and applications are being accepted.  Additionally, the task force will review the position of DRE and make a recommendation to the Board regarding the hiring of a DRE for next year.
• ViaScribe Trial: The Disabilities Sub-Council has identified a company which is piloting a software system that would use a voice recognition system to assisthearing-impaired persons at church functions.  We are being asked to participate in a 3-month trial that will involve testing the software in the office only.  The cost of the softwareis approximately $3,000.  Charles has expressed his concern to the involved members that the funds for such a purchaseare not currently in the budget.  Peg reported that the Sub-council is looking into finding the funds elsewhere.  Charles has agreed to sign the contract for the trial period.

The Board agreed that Charles should sign the contract for the free trial period,

Minister’s Report

Reverend Jamestone presented a very detailed written report to the Board prior to the meeting.  Brief discussions were held on several topics. 

• She reported that the dates of the “start-up weekend” are November 3 and 4 and that the Committee on Ministry members, Board members and Council Chairs will be invited. 
• She asked the Board what the current policy is regarding departure interviews for those members who state their intention to leave the church.  The Board agreed that formal departure interviews would be useful and would best be conducted by the minister and the Board president. 
• Reverend Jamestone reported that the Committee on Ministry is planning a meeting of Council Chairs and their Board liaisons as a way to further define and enhance this relationship.
• Reverend Jamestone expressed concern regarding the scheduling and prioritization of space, especially during the hour between services on Sunday.  Margaret reported that there already exists a written policy regarding this issue that clearly spells out the process and protocol for assigning space.  Reverend Jamestone raised a concern that perhaps this job should not fall to the office staff. Board members wanted to bring out the already written policy to see if using it would solve some of the issues before determining if a different system is necessary.
• Reverend Jamestone reported that there are outstanding issues regarding the reconstitution of the HR Sub-council.
• Reverend Jamestone reported on the good work of the Membership Sub-council in getting new members initially connected.  A discussion ensued about the need to broaden the role of the Membership Sub-council to include the retention of new members.
• Reverend Jamestone encouraged all Board members and Council Chairs to attend the Clara Barton district meeting.    

Susan will work with Brian regarding details for the “start-up weekend”.

Reverend Jamestone and Charles will draft

a departure interview process.

The Committee on Ministry will host a meeting for Council Chairs and Board Liaisons on 10/29/06.

Margaret will find a copy of the policy regarding assigning space and circulate it to Board members, Reverend Jamestone and office staff.

Charles stated that he would assist in the issues related to the HR sub-council.

Carol Sexton and Reverend Jamestone will meet to discuss further ideas regarding new member retention.