UUFM Board of Directors Meeting

Tuesday, June 11, 2013

Present:  Ken Moore, Barb Roush, Nakota Ashstarte, Genevieve Woodard, Jay Teller, Janet Erskine, Madeline Bishop, Kathleen McKinney

Absent:  Brian DeMarco

1.     Opening of Meeting:  Welcomed new board members: Madeline, Jay, Kathleen, and Janet.

a.     Opening invocation: Chalice lighting by Nakota

b.     Meeting called to order at 6:10 p.m.

c.     Determination of Quorum: Quorum is met

d.     Approval of agenda:  All approve agenda along with a motion by Barb for an addendum to briefly discuss roles and responsibilities of the board offices of chair, vice chair, treasurer, and secretary. 

 

Ken explained the main duties of the chair which include:  Attend UU events to be aware of the congregationÕs needs, create and call for board agenda, set location, time, and date for meetings.  Agenda items should include committee reports from board/committee liaisons.

 

In case of the absence of the chair, Ken explained the vice-chair takes over her duties and responsibilities.

 

Barb reviewed the responsibilities of treasurer which include:  Attend and report at all board and business meetings; work with and supervise bookkeeper; sign checks (checks over $500 require two signatures); provide back-up electronic copy of treasurer report to the chair; safe-keep key to post office box; collect mail from post office box; work with finance committee to determine preliminary budget; and track donations and pledges while maintaining confidentiality.

 

Barb and Ken discussed duties of secretary: Take minutes at each board and annual meeting; send draft of minutes to board members for feedback and correct as needed; send finalized minutes to Barbara Valentine for posting on UUFM website; provide conflict of interest forms for signatures from board members; and compile treasurerÕs report once per year.

 

1.5   Election of Officers:  All new officers received unanimous votes into office.

Chair:  Nakota Ashstarte

Vice-Chair:  Genevieve Woodard

Treasurer:  Jay Teller

Secretary:  Janet Erskine

 

All in agreement as to finance committee members:  Jay Teller (replacing Ken), Nakota Ashstarte, Barb Roush, and Bev Halverson.

 

2.      Approval of May 2013 minutes are accepted as listed with no corrections.

 

3.     Continuing Business Updates:

a.     TreasurerÕs Report (Barb):  Bank balance = $16,464.82  Available balance= $11,526.98

All CDs mature this summer within approximately two weeks of each other.  What should we do with funds?  The rates are low on CDs.  Do we roll them over or place funds in savings account in order to have access?  Place this topic on next agenda on July 8, 2013.

 

Denise Patton will volunteer 10 hours per month as bookkeeper.

 

Question for next agenda:  Should all employees be contracted?

 

Donations:  Judy Spinner will donate approximately $500 for nonviolent communication training.

 

Pledge Update:  We have received 98% of pledges.  $29,043 actual pledges, $29,640 total pledges received to date with one service remaining.

 

Misc. Admin. Budget item is $670.45 over due to purchase of new laptop.

 

b.     Check signers to be removed:  Ken Moore, Barb Roush, Brian DeMarco, Lynn Hughes

Check signers to be added:  Jay Teller, Nakota Ashstarte, Janet Erskine, Genevieve Woodard

Jay will retrieve signature cards from First Federal for signatures.

Background Checks for signers and board members:  Barb will contact Church Mutual to clarify background check requirements.

 

c.     Audit of Books:  Members of the nominating committee (Ken, Phil) will identify and report back two names for auditing of books at the next board meeting on July 8, 2013.  Barb will not participate in choosing auditors due to potential conflict of interest.

 

d.     Conflict of Interest statement annual signing:  Janet will email copies of Conflict of Interest forms for reading and bring one copy for signing by board at next meeting on July 8, 2013.

 

e.     Social Action Committee new liaison:  Kathleen McKinney

 

f.      Committee Reports: 

Care and Concerns:  Nakota reports she and Jeannie Kleinschmit will attend training in Salem to learn how to improve communication with families experiencing difficult times.  Genevieve agreed to be the new C and C liaison.

Finance Committee:  Barb suggests we table discussion of new finance software today.  She suggested a subcommittee or task force be formed to research which financial software is used by other UU congregations and to contact UUA or the Pacific NW District of UUA (PNWD) to see if they have anyone knowledgeable about the various church financial software. 

New subcommittee responsible for finding bookkeeping software:  Nakota will ask Bernie to join Brian and Madeline on this subcommittee.

Membership Committee- Ken is liaison to the board.  Bernie steps down as membership chair in July 2013.  Madeline expressed interest in joining.

Circle Suppers:  Bernie will run circle suppers and act as adjunct committee member.

Building Committee: Ken will remain liaison and reaffirmed commitment to YCAP.

Social Action Committee:  Kathleen is liaison.  Continue with immigration and community rights issues.

Worship Committee:  Janet is liaison. 

g.     Bookkeeper:  Denise Patton will volunteer 10 hours per month.

 

h.     Who UUFM should not give money to:  Ken requested this topic tabled today and placed on next agenda on July 8, 2013.

 

4.     New Business:

a. Board Retreat:  Check calendars for available dates in September 2013.  Set date, location, and time at next meeting on July 8, 2013.

 

b. Contact person with Ann at Senior Center:  Kathleen.  Kathleen will negotiate possible rent reductions and/or increased space for same rent, submit rent checks, and complete paperwork associated with services at Senior Center.  TAO is split into two groups and needs another room.  Barb will forward all Senior Center information to Kathleen.

 

5.     Announcements: 

a. Next board meeting will be Monday, July 8, 2013 at 6:30 p.m. at MadelineÕs house.

b. Social Action Committee:  Ken reports an individual withdrew from the fellowship due, in part, to tension in the group.  Learning to be gained is to promote consensus methods promoting listening first and discussing next over advocacy and debate models.  Frontload important meetings with reminders about what the consensus model looks like as well as the mission of the group.  It was suggested by Ken that the consensus agreement include the provision that for a consensus decision to be adopted there be at least 75% agreement. 

c. Agenda item for next meeting:  Formulate plan on how to handle conflicts concerning the building issue.  Provide assurances about having the number of members necessary to maintain funding on a bigger rental, future building purchase, and/or hiring of minister.

d. Ken will email to the board, PhilÕs June 2 memo concerning the membership committeeÕs tabling of discussion regarding building issues.

e. Ken will give Jay his UUFM post office box key.

6.  Meeting adjourned at 8:37 p.m.

 

Submitted by Janet Erskine, June 16, 2013