UUFM BOARD OF DIRECTORS’ BOARD MEETING

MINUTES

December 8, 2015

Present: Kathleen McKinney (Chair), Vicky Wilbanks, Wendell Kringen, Susie Godsey, Denise Patton, , Mary Gear, Minister, John Braun

1. Opening

a. Chalice Lighting - by Mary

b. Covenant read - by all

c. Quorum - A quorum was determined

d. The meeting was called to order

e. Agenda was approved with additions.

f. A motion was made to approve the November 11th minutes with some changes for clarification. The motion carried.

2. Continuing Business

a. Treasurer’s Report

Denise reported $3,600 was moved from checking to Minister’s salary,

An excess of $7,000 was moved from checking to the growth fund. Available cash is $3,888.

The Senior Center rent was corrected, and corrections were noted in November Treasurer‘s Report.

A motion was made and seconded to approve the November Treasurer’s report. The motion carried.

b. Committee Reports

Membership Committee

Denise reported that that June Holmes intends to join in January 2016.

c. Fall Survey and next steps.

Kathleen reported that the fellowship had received the survey. She made the results available after the service. Mary reported that questions were asked of her after the service.

A timeline was talked about to establish planning meetings which will affect the 2016 budget. As follows:-

February - small discussion groups meet.

February 14^th service. Kathleen will ask the facilitator of that service to trade with the Feb. 28^th.

February 21^st - Notice concerning bylaws change should go out with February 21^st service notice. (The bylaws state 30 days’ notice is required.)

Two budgets will be prepared, one with a minister, and one without a minister.

March 9^th- the board will get the budget proposal, as will all the committees. Everything should be ready to go by the March 20^th pledge drive.

March 20^th Business meeting - vote on bylaws change. Also vote on whether we continue with a minister. The pledge drive will also kick off on that day.

April 13^th - Board approves budget at board meeting.

April 15^th - budget goes to Fellowship.

May 15^th - Business meeting.

d. COSM (Committee on Shared Ministry) status.

Kathleen and Mary researched with COSM language and offered the following to be adopted:

The purpose on Shared Ministries(COSM) is to strengthen the ministries of the fellowship. The Committee on Shared Ministry will consist of three (3) to five (5) members serving staggered three (3) year terms, with at least one member’s term ending each year. When vacancies occur, the minister shall submit names to the Board who shall select the new member(s) from this slate. If there is no minister, the Board shall appoint members. Committee Members may succeed themselves only once. No member of the Board may serve on the COSM. Upon arrival of a newly called minister, the Board shall include in the Committee at least one (1) member of the search Committee that recommended the new minister.

The COSM shall meet at least quarterly in a goal oriented manner with the agenda to explore the various opportunities concerns and challenges of the Fellowship’s and minister’s roles and agreed responsibility in shared ministry. The COSM shall assist and support the Minister in her/his plans for professional development, sabbaticals, etc. The Committee shall alert the Board to any emerging concerns between the Minister and the Fellowship. The COSM will focus on all aspects of the fellowship’s ministry, including professional leadership, music, social justice, religious education, pastoral care, and so on. The COSM will help the fellowship make sure that its ministries are serving its covenant and vision.

A motion was made to accept the COSM language by John and seconded as amended. The motion passed. This will be added to the Policy and Procedures manual.

Mary reported that COSM would be meeting at Beth Dell’s home on Sunday the 13^th.

e. Bylaws update (change to how officers are chosen)

Discussion surfaced about the possibility of a 3 year term for the treasurer. The possibility of a co-treasurer was also discussed to provide continuity. Most members were uncomfortable with a three year term feeling it to be too long.

Electing board officers by the membership was discussed and changes to the nominating committee terms was discussed. All board members were in agreement on these changes to the bylaws. John said he would work on the language to elect nominating committee for 2 years.

f. RE - Approve changes to supervision, job description

Mary said she added the RE coordinator supervision duty. Mary spoke with Dominique, who is very comfortable reporting to Mary as her supervisor. Mary said at the next RE meeting they will discuss budget development.

A child dedication ceremony is planned for May.

g. Personnel Committee

Mary reported that she had spoken with her mentor, who suggested inviting a person from First Church to help a personnel committee. Mary will follow up.

h. Mary’s Report

Mary announced that she has been invited to officiate the wedding of Thea and Liz, and asked that the fee would come from the newly formed Rites of Passage Fund.

A motion was made by Vicky and seconded by Denise to pay Mary’s fee to officiate the wedding of Thea and Liz from the Rites of Passage fund. The motion carried.

Mary gave an accounting of her hours worked so far this year. A copy of this document will be attached to the minutes on file.

When Mary is away for 2 - 3 weeks in January taking classes, she has asked the Rev. Rick Davis from the Salem UU to be a backup for any emergency visits that may arise during her absence, and he agreed.

Mary also noted that she will be gone for the next board meeting, but said there was a possibility of a phone in conversation between her and the board.

3. New Business

a. Stewardship Pledge Drive

Discussion took place on who would be available and willing to chair the pledge drive. Vicky agreed to ask Patriciafaye Marshall if she would do it.

Kathleen noted that she has a book on stewardship, and that the possibility of a co-chair sounded like a good idea.

4. Announcements

Jeannie Kleinschmit has resigned from the board. The nominating committee will be asked to find a replacement.

Next Board Meeting January 13th 6:00 pm

264 SW Mt. Mazama Street, McMinnville, OR (Home of John and Nancy Braun)

A motion was made to adjourn the meeting at 8:30 pm. Unanimously approved.

Respectfully submitted by Vicky Wilbanks