UUCWI Board Meeting
May 10, 2004 at Trinity
Minutes

Al opened the meeting by lighting the chalice (8:35 am).

The agenda and previous minutes were approved (noting the amendment that Keith Kron’s Oct 9th presentation will not involve a speaker fee; not so for Nan Geer’s Sept 18 Mission/Vision workshop).

Kit is arranging the Oct 9th visit by Keith Kron to run a workshop as an introduction to the Welcoming Congregation process. Kit notes that this does not mean we are committed to starting the Welcoming Congregation process; this is just an educational workshop to educate us as to what it’s all about. Kit would like to invite nearby UU Congregations as well as interested people from the larger Whidbey community. Can UUCWI host this? Afternoon would be the preferred time. The board agreed. Mavis will contact Trinity to try to reserve Grigware for 2-5pm that day and will also ask about room capacities. Kit will arrange logistics for Keith.

Treasurer’s Report: The Rummage Sale was a great success and netted $710. Warm thanks were extended to Marjorie and Paula and all who worked on the sale. Marjorie relayed a question from the Social Action committee regarding whether our investments are in socially responsible fund? (This will also be a concern for any future capital campaign funds.) Roy noted that all funds are in CDs. We sell any stock gifts. Roy requested that the SA Committee put any recommendations in writing and clarify their opinion regarding what constitutes “socially responsible investing.” Marjorie will relay that request to the committee. Baird asked what the broker fees are for executing stock sales. Roy will investigate. The property tax was paid.

Dave noted that the PNWD Presidents’ Gathering for May 15 was cancelled due to inadequate sign-ups.

Dave is compiling a list of people to acknowledge and thank at the Congregational Meeting. Asked everyone to send him names of deserving persons.

Al noted that Sarah might be willing to be bookkeeper. Also, Al will be available as chaplain until the end of October. Kit thanked Al for all the time he has devoted to that role this year.

Dave would like to request that committees submit an end-of-year report for publication in the June or July newsletter noting that this is an important way to let everyone know what we’ve done and better understand how we function. Kit noted that other congregations sometime include in their by-laws a requirement that these reports be part of the end-of-year report.

Al noted concern about the Building Committee proposal for Congregational approval at the meeting. As it stands it requires ALL changes to go to the Board for approval. The Site Manager should have the authority to make small adjustments without having to go to the Board. Al will work on a slight rewording of the proposal to be brought up as an amendment at the annual meeting.

Dave suggested inviting the new District Executive (Janine Larsen) to be a presenter at a service next year. Kit will talk to Bill about having the Worship Committee ask Janine. We might want extra time with her to discuss ideas for encouraging growth.

Are we eligible to ask for chalice lighter funds? (eg toward septic installation) Mavis will check with Bill to be sure we have enough chalice lighter donors to make us eligible. (Followup: Bill says we have enough –- although more would always be better. Bill reminded us that the Mission/Vision Workshop is a necessary step towards being eligible for a chalice lighter grant. And we need to demonstrate a pattern of growth.)

Social Action Committee Report: Marjorie reports that the committee is very busy investigating procedures for voter registration procedures and ways to encourage it. The committee is also concerned about the status of their budget, which Roy will clarify. Nancy is to be the new chair of the committee. The Board discussed the issue of having the Social Action Committee send funds to charities outside the congregation. The Board consensus is that the SA Committee should not be purely a conduit of operating funds to outside organizations. The committee should encourage and emphasize development of volunteer, UU-related activities that represent interests of the congregation as a whole. Social Action and social justice activities draw attention to the congregation in the commuity. The Board noted that the bylaws contain policy on making public statements of attitudes on social or political action. Dave will communicate these sentiments to Nancy, Malcolm, and Bill, the current and new chairs.

Worship Committee: The plan for summer services is that we will have no services in July, but will have services in August (and through Sept 12) on the church property.

Bill Graves has been researching options for morning services –- the only current possibility is the Masonic Hall. The rent would be higher ($500-$600/month for three hours Sunday morning) and they have only two rooms. Kit suggested we check again with Trinity regarding the possibility of Sunday morning, not knowing if the change in traffic pattern or if staggering our service time with theirs would make it possible. Roy suggested we should bring any recommended changes to the Congregation for approval, as this is a major shift. Kit noted that there is a church for sale in Coupeville next to Coup’s Bakery. Perhaps they would rent it until it is sold. Paula will investigate. Are there any Greenbank possibilities?

Volunteer Coordinator: Nancy Snow has proposed some changes in committee/coordinator relationships. Dave will work with her to bring a recommendation to the Board at a future meeting.

Canvass Report: 26 of the 47 pledge units have returned their pledge cards. There are $23,500 in pledges so far.

CRE: Erin and Paula are arranging for the ropes course on May 29. Anyone interested in participating should let one of them know ASAP. Paula believes Erin has arranged a fee of $300 for 20 participants.

CRE Safety Policy: Al had a minor suggestion on point three. Approval, with this modification,was unanimous.

Contracting and Staffing Policy: Dave and Al suggested expanding the list of paid people to include a matrix of which jobs are contractors and which employees, and who the supervisor is for each position. In discussing where responsibility should lie for personnel matters, it was decided that the Board Secretary should be the primary contact, with assistance from the Treasurer. Job descriptions of all positions should be added to the policy, along with model contracts. The Board will review the policy with these revisions at the next meeting.

Seabeck 9/24-26: We should continue to advertise and announce the Sept 24-26 Seabeck session, even though we have a busy fall schedule and probably can’t expect too many people to go.

Next Board mtg is June 14. It will be the “handover” meeting to the new Board. Dave needs to check with Ron Vollbrecht as to his availability for next year’s Board meetings. (Note: Change of time for mtg to Monday evening, 7-9 pm.)

Adjourned at 10:30.