UUFM BOARD OF DIRECTORS MEETING

Monday, May 13, 2013

Present: Lynn Hughes, Barb Roush, Genevieve Woodard, Ken Moore,

Brian DeMarco, Nakota Ashstarte

Absent: Phil Newman, past Chair

1. Opening of meeting 6:15pm

a. Opening invocation-Chalice Lighting by Nakota who read from John O’Donohue .

b. Meeting is called to order

c. Determination of Quorum-quorum is met.

d. Approval of agenda-all approve with the addition of the Treasurer’s report to include Budget versus pledges.

2. Approval of Minutes for April 15, 2013 Board meeting-minutes are accepted as corrected with no objections.

3. Continuing Business Updates:

a. Treasurer’s Report-presented by Barb. Bank Balance $14,547.71, Available Cash $10,056.54. Teri Martin was paid $625.00 for her help on the UUFM Covenant development. At this date Barb has not received all the pledges. It’s estimated that we are presently $6000-7000.00 short on the proposed budget. Board reviewed 2013-14 proposed budget and cut $4695.00 with the idea that the remaining amount will be made up by pledges not yet in, Sunday collections, non-pledge contributors and visitors. It was not feasible to make an across committee percentage cut but rather each need was considered individually. The rather large cut from Adult R.E.-which had been earmarked for Non-Violent Communication training will be the first to be reinstated as it is considered to be important for our Fellowship. A copy of this revised budget will be sent out to members prior to the Annual meeting on 5/19/2013.

Discussed a proposed Bookkeeper job description. Barb and Brian worked on developing this, which was based on all the bookkeeping type duties Barb (and previously Bev) has had to do in the Treasurer position. It is estimated that 10 hours a month are spent in Service related bookwork and another 10 hours a month for seasonal tasks. Barb researched regional and local salaries for this type of work and found ranges from $10.00 to $22.00 an hour. For 20 hours a month at average salary of $15.00 an hour, including taxes and Worker’s Comp, this would mean around $4800.00 a year for the position. All agreed, this is a burden on the Treasurer position and would be better to separate it out. We do not have it in the budget to pay someone for this job. Will have it posted in the bulletin as a call for a volunteer to take on these duties. Consider finding a bookkeeper who would volunteer their services as is done for some of the Non-profits in town.

b. Committee reports- Religious Education – Genevieve reports that they would like input about what to do for adult RE. It was suggested they could look into the Consensus process or do presentations on World Religions.

Care and Concerns-Nakota expresses gratitude about being the recipient of such loving care from the committee following Vern’s passing. Shanta’s husband is doing much better. The committee is looking into going forward with the Compassionate Corner which would follow services.

Finance Committee –Barb reported on how time consuming the duties of Treasurer and Bookkeeper are and recommends they be separated out in the future. This present system may be seen as a deterrent to anyone wanting to take the position.

Social Action-- nothing new to report.

Worship Committee –Brian has nothing new to report.

Membership –Ken will be joining this committee. He reported on Bernie’s plan to contact non-members who are regular attendees and ask if they want to join UUFM.

c. Annual meeting—the agenda will be in the Order of Service. Main topics to be presented are: the Election of new Board members and Nominating Committee, vote on the Bylaw changes and Budget, Committee presentations and announce date of Annual Picnic.

d. Building committee memo—Committee had sent a memo to the Board stating they felt they should not go forward with the June 2^nd meeting. Board feels it is important to keep the “Charter members” on the committee and encourage them to continue to move forward with their ideas. The survey results indicated that there was no consensus yet about moving. It was suggested that they continue looking at a “needs assessment” for what our needs are. Do we need more rooms for meetings, classrooms, office? Work can be done to form a Business Plan to look at grants, loans, building or land donations, other sources for funding. Also could look at what we have now and re-negotiate price or ask for a free, additional room on Sundays. This issue will need to continue on with the new Board.

e. UUFM donating to a not for profit organization or individual-will table.

4. New Business

a. Brian moved, Genevieve seconded that we contribute the amount needed to send one Latino student to school in the U.S. (estimated just over $500.00), all approved.

b. Date for summer picnic set at July 27^th, 2013 at noon, location Ken’s retreat.

5. Action Items:

a. Nakota will call Salem about the possibility of using their bookkeeper part-time. She will also place the announcement in the bulletin to seek a volunteer bookkeeper and will check with Jeannine to see if she would be willing to volunteer her skills for this.

b. Lynn will send the most current copy of the Bylaws to Barbara Valentine to post on the Web now that they’ve been approved.

c. Ken and Brian will look into what we cannot donate to.

5. Announcements: Next board meeting will be June 10, 2013 at 6:00pm at Nakota’s.

6. Adjourn: 8:14 pm

Submitted by: Lynn Hughes 05/13/13