UUFM BOARD OF DIRECTORS’ BOARD MEETING

MINUTES

April 13, 2016

 

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

 

1.         Opening

a.          Chalice Lighting by Mary, Covenant read by all, and Quorum determined

b.          Kathleen called the meeting to order

c.         Agenda was approved by consent. John moved to approve the March minutes, seconded by Sandy, motion carried.

 

2.         Continuing Business

a.         Treasurer’s report – Sandy moved to approve the Treasurer’s report, seconded by John, motion carried.

            1) Budget approval – Kathleen reported that she added funds back into the R.E. Committee budget to accommodate Simplified Services child care, cost of teachers’ background check fingerprinting, next year’s OWL class, and additional funds for Professional Development to train R.E. teachers.

 

Next year’s budget totals $62,752.20. The budget goes out to members tomorrow (April 14) to satisfy the 30-day notice requirement prior to our May 15 general meeting.

 

John moved to approve the budget, seconded by Sandy, motion carried.

 

b. Committee reports – As liaison to the Cares and Concerns Committee, Susie reported that their members have asked for Board guidance on volunteer transportation policy. Following some discussion, the Board recommended that Cares and Concerns update its Policies and Procedures, including guidance for volunteers and establishing boundaries for transportation.

 

A wider-ranging discussion followed, regarding inaccuracies and outdated material in the R.E. Worship Committees’ P&Ps. It was noted that all P&Ps need a full review and major overhaul. In order for the Board to provide to Committees both templates and guidelines on inclusions and exclusions, Kathleen asked the Board to review their Committees’ Policies and Procedures and to bring to the May 11 Board meeting their ideas, which will be shared with Committees for their input.

 

Sandy Coates is joining the Membership Committee, which is planning UU101 sessions for October and March. The Committee wants to schedule new member joining ceremonies at least 30 days prior to business meetings. The ceremony format has been changed slightly to include a brief biographical sketch of each new member.

 

In June, Nancy Braun will be stepping aside as Coordinator of the Simplified Services. A new coordinator is needed.

 

3.         Committees vs. Groups Policy

            The Board reviewed the draft policy on Committees and Groups and discussed the distinction between the two. Following some minor editing, Kathleen offered to rework the policy and get it to Wendell for inclusion in our Policies and Procedures.

 

4.         Communications Committee

            Mary reported that the Communications Committee had a preliminary meeting at Kris Gabrielsen’s to discuss its tasks and responsibilities. Members will include Barb Valentine, Kathryn Lundeen, Bernie McGinnis, Rob Tanner, and Ted deChatelet, who will be available in June. Mary Gear will chair, and the first meeting is scheduled for April 27. 

 

Mary reported on several needs regarding UUFM communications: policies for the content and technical components of our website, Google doc to carry notices for both regular and simplified services, a weekly email newsletter, and someone to take responsibility for the email that Kathryn Lundeen sends out. She is wanting to end this responsibility.

 

5.         Mary’s Report

            Mary reported that on Sunday, May 1, five children will be dedicated during a special multi-generational service. Later that day, she and Bernie McGinnis will present a UU101 at the Co-Op Ministries Social Hall from 2:30-4:30 PM.

 

The Lay Ministry Team, comprised of Joanne Douglas, Nakota Ashstarte, Marilyn MacGregor and Mary, has had several meetings and is working on a training manual for lay ministers. Mary noted that it is important for lay ministry to have professional support from the minister.

 

She has been working with Madeline Bishop on worship service planning for this summer and fall. Mary will preach on June 5 and again on August 7th, but she will not preach during July. She suggested that on August 7, she celebrate a joint service with our new minister as a “hello-goodbye” occasion.

 

Mary asked the Board to decide how much overlap we want for her and our new minister. Wendell moved that the Board recommend August 1 as the start date for our new minister, Denise seconded, and the motion carried.

 

6.         Stewardship Report

            Pledges currently total $57,131 with an estimated 4 pledges outstanding.  There are 54 pledging units. The board feels this is enough to move ahead with the minister hire.

 

7.         Minister Search & Timing

            The Board reviewed the Church Profile and Minister Search Announcement and suggested a few editorial changes. The application deadline was changed from May 30 to May 20, 2016.  In the Church Profile, the link to sample Orders of Service will be updated to reflect more recent services and UUFM’s very positive experience of shared ministry with Mary Gear.

 

8.         New Business

            a. Title for Dominique:  R.E. Coordinator or Director? – After some discussion, John moved to assign Dominique’s position the title of R.E. Director, Susie seconded, the motion carried.

            b. Nominating Committee work – It was noted that the Nominating Committee needs a manual to help its members identify and develop leadership potential within the congregation. Mary mentioned that the UUA Pacific Western Region’s Russell Lockwood Leadership School is a valuable tool for leadership development. (This year’s school is scheduled for July 23-29 at the Mary & Joseph Retreat Center in Palos Verdes, CA.  Information and registration forms are online at www.pnwd.org.)

            c. Mt. Hood Cluster Meeting report – John reported that the Mt. Hood Cluster comprises 10 member churches and fellowships in our region. Its website is currently under development and the Cluster picnic will be held in Hood River on Sunday, July10.

 

9.         Announcements

            John reported that the Worship Committee does not want to organize the summer picnic and holiday potluck. Denise would like to work on the holiday potluck and reported that both Marilyn MacGregor and Beth Dell will also. It was noted that we need a coordinator and a focus/purpose of the celebration: a service, a potluck or a concert or some combination of those.

 

We need to schedule the summer picnic on an off-Sunday, perhaps the 5th Sunday of July (31st) or the 2nd Sunday of August (14th). Susie will email Madeline to contact Ken Moore for his input on scheduling the picnic. [Note to file: Ken opted for Sunday, August 14.)

 

The 3rd Sunday in December will be a joint solstice celebration with the Co-Op Ministries.

 

 

Next Board Meeting May 11  -- 6:00 pm at Kathleen McKinney’s home

                               2160 N.E. Village Court, McMinnville, OR 97128

                       

 

      The meeting was adjourned at 8:10 PM.

 

      Respectfully submitted by Susie Godsey (substituting for Secretary Vicky Wilbanks)