| First Unitarian Church of Ithaca, New York Board of Trustees Meeting Draft Minutes April 16, 2002 Board Members Present: Dick Cogger, Dan Hall, Flo Smith, Brainard Fancher, Amy Beltaine, Dennis Hartley, Connie Currier, John Swanson, Bill Pardee, John Levine, and Geoff Dunn Board Members Absent: Jacki Thompson Staff: Stan Sears, Lois Ecklund Church Members: Jane Koestler, Dick Ecklund, Sue Maloy, Jim Dunston, Betsy Root, Jim Skaley, John Gaines I. March Board Minutes: On the one line for Music Committee, amend to read as "planned" joint meeting. Approved unanimously (Flo/Geoff) II. Staff and Committee Reports: Minister: Stan wants to move about $700 budgeted for benefits into his expense budget, since his medical insurance now costs less than before. No change to total package. Approved unanimously. (Brainard/Flo). Religious Education: (Lois Ecklund) The end-of-year picnic date is June 9 at Stewart Park. Music Committee:(Dan Hall) They had a joint meeting with Celebrations, and the schedule is firmed up through the end of the year. Aleeza recommended an organist, and the committee will start interviewing. They have a plan for covering hymns with pianists. The committee wants to create a database of musically inclined members who could be tapped to help with services. Library Committee (Flo Smith): Sharon Dean is cataloging the books. Care Committee: (Sue Maloy) They had the usual activity: a few illnesses, deaths and a few births. Personnel Committee: (Geoff Dunn) They will meet Thursday morning. Staff evaluations have been sent out. Celebrations Committee (Amy Beltaine): Fall dates for services are set. Buildings and Grounds Committee: (Dick Ecklund) We need a new roof on the annex, since it's currently leaking. We got 5 bids. 2 over 26,000. 18-22,000 range for rest. Each gave us some options, so we sent to the three lower request for confirmation what they'll include in bid. plan to add 4 inches, no tear-off or existing roof. The compromise is the warranty, 10 years instead of 20. We'll pay for this using rental income and possibly the bank line of credit, which would affect the life of the annex loan. A motion to empower the committee to accept a suitable bid of their choice was approved unanimously (Dan/Bill). There is a crack in a pillar under the steeple, so we need to repair the flashing. Dick E. will attempt to do the repair himself. Jim Skaley noted that we need to inspect the roof for loose shingles and other issues which may become problems soon. Denominational Affairs: (Brainard Fancher) Several people are going to the district annual meeting. We are still delinquent at being a fair share (or any share) congregation. Space Use: The new furniture is very heavy, and one table has already been damaged by someone who didn't know how to fold it up. Staff will post instructions on furniture use. UU Service Committee: no report CUUPS: (Amy Beltaine) March minutes provided to the board, will forward April minutes when available. Officers are Amy Beltaine (President), Eva Snyder (Sec'y), Paula O'Buckley (Treas.) III. Old Business Service Auction: (Jane Koestler) The auction netted approximately $13,000. Jane and Jackie are "done" now. They are officially asking for new committee chairs. A motion was offered that board express appreciation to Jackie and Jane for their effort in making the service auctions such a success, approved unanimously. (Connie/Bill) We need ways to plan ahead effectively: put events like the auction on calendar in June. Perhaps will assign a board liaison. Annual report: Jackie is working on Board's report. Each committee's report is due on the 26th. District meeting delegates: our delegates are Brainard Fancher, Natalie Fancher, John Levine, Sharon Dean, and Rich Chrappa. Motion to appoint approved unanimously (Dennis/Connie). Nominating Committee: Flo reports a concern expressed to her that a spouse of a board member is on the committee. John L. noted that the implication that a member of the Nominating Committee would have an agenda other than the best interest of the church is deeply offensive to the member, the Nominating Committee, and the Board. It was the sense of the Board that members who are concerned with the operation of the Nominating Committee should volunteer to be on it. Since board members cannot serve, conflict of interest does not arise. Jim Dunston, a member of the Nominating Committee, handed out a report. There are 9 interested folks, running for 5 seats. The committee is collecting candidate statements and photos. Jim advised the board that the Nom Com had been unable to decide on the qualifications of candidates, and asked the board to do so. In particular, board member Flo Smith, who has been on the board for about 3 1/2 years, plans to run for another full three year term because she believes that she's grandfathered. The board debated the question at length, including various theories about the meaning of the term limit language in the current bylaws. A motion stating that the board believes that Flo is eligible for a full term because appointed board service prior to the bylaw revisions in May 1999 doesn't count toward the limit was approved by a vote of 5 aye, 3 nay, 3 not voting (Bill/John S.) The full Nominating Committee subsequently advised the board that Jim's report was mistaken, the Nom Com accepts that its charter includes determining the qualification of candidates, and intends to deal with any questions of qualification in its report. Hence the board's motion on qualifcation is moot. Pledge/Budget Update: (Bill Pardee) As of April 15th we have $125,000 pledged from 135 pledging units, 65 pledges short of goal. The average pledge is $830 which will drop as more small pledges dribble in. He'll send a second mailing, but at this rate, we expect $160,000. which is $20,000 below the bare-bones goal. Bill proposes a matching challenge. We'd ask the 20 highest givers to give $500 each, to match new and increased pledges. If that works, it'll make up the $20,000. We need to get the word out that the board is contemplating cuts BELOW the bare bones budget, unless pledges pick up. Jim Skaley noted that we as a congregation need to decide what membership in the church means, including financial support. The Board agreed to schedule an additional meeting before Annual Meeting to set the proposed budget, at May 14th at 7:30 p.m., in the parlor. Annual Meeting: The church's Annual Meeting will be on May 19 at noon. Items for the agenda, not in order, include: - setting the ground rules - approving last year's minutes - report from Nominating Committee - close nominations and vote - present and, with luck, approve the budget Dick will develop the agenda, based on previous years. Geoff will find the parliamentarian, most likely one of the civic leaders who've done it before. Dan, with advice from Lois and perhaps help from Jacki, will arrange for child care. We need to staff the tables where people pick up ballots. Board members not running for re-election will do so. Next Step Committee: (Bill Pardee) The subgroups are progressing with their various projects. Sam Weeks ran the meeting and discussed volunteerism and the lack thereof leading to skeleton committees. A subcommittee plans to connect with those who have left or may be leaving. The follow-up pledge mailing will include "what are you interested in?" survey with check offs for volunteer opportunities. Dick suggested that after this goes out we send out a "what are you interested in" to all who have pledged already also. Small Group Ministry: (Flo Smith) They're planning for how to present concepts to congregation at a fall kick-off Sunday. They have 15 members currently who will become facilitators. Search Process Study Committee: (Dick Cogger) There've been 2 meetings so far, not very well attended. We could have done better job advertising. Next meeting is Tuesday April 30th at 7:30 in the Arch Room. They plan to have something for a Congregational Conversation in May. IV. New Business Personnel Committee/RE Committee: RE and Personnel want to offer to Jacki the one-year replacement ADRE position, August 1-July 31. Given the state of the pledge, it needs to be subject to approval of the budget line. She's already started training so there's some overlap with Kris, the plan was to pay the May/June salary from our rainy day fund, then skip July/Aug salary since there's no summer RE. The amount involved is about $2000. The board voted to approve this arrangement except that ... Jim Skaley suggested that it's against IRS regulations for us to pay a Board Member, and a leave of absence wouldn't be adequate. Much discussion ensued.. We are tabling the recommendation from the RE Council. Jane, Lois and Geoff will discuss with each other and Jackie how they want to proceed given the financial and legal situation. We will also ask our tax advisors. Program Council Reconstituted: Dan Hall and Stan Sears propose to re-constitute the Program Council consisting of VP of Board and chairpersons of all committees. Stan said that's worked well at other churches. The Board will discuss that at the next meeting, along with such innovations as committees with related activities meeting together now and then. Linda Loomis Letter: She said that last year's Board "vote count was under horrible conditions". At least four board members were observers, and aren't sure to what she is referring. Dan will organize proposed guidelines for this year and talk to Linda. Summer Celebrations committee is chaired by Sam Weeks and has the schedule well in hand. A motion to adjourn (Dennis/Dan), approved unanimously at 10:30pm. - John Levine, scribe pro tem, with notes contributed by Amy Beltaine | |
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