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wider-ranging discussion followed, regarding inaccuracies and outdated material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)