UUFM BOARD OF DIRECTORS MEETING

Wednesday October 19, 2016

 

Present: John Braun, Stephen Bjorlin, Marilyn MacGregor, Sandy Coates, Joanne Douglas, Susie Godsey, Kathleen McKinney, Denise Patton and Tracy Springberry

1. Opening of Meeting – @ 6:00 PM

                  A. Chalice lighting, covenant reading.

                  B. Quorum determination - quorum met.

                  C. Agenda approved

                  D. Approval of minutes for September 12th meeting – The minutes with some small spelling changes were approved.

2. Continuing Business Updates

                  A. Treasurer's Report – Insurance coverage is okay and not expired. New documents received regarding insurance. Denise requested that someone else review. John has these documents and has offered to review them. Also discussed if we paid any speakers in September – only Tracy. There was also some discussions regarding changes in the balance sheet. 1st motion to approve by Sandy and 2nd motion to approve by Marilyn.

                  B. Committee Reports:

Membership Committee – Need to have all stakeholders at meetings. Key people like Jamie Corff should be at these meetings since she coordinates the greeters. And we need the greeters to focus on visitors. Also need a plan for membership development. There was also a discussion about welcoming visitors and whether this is creating the right welcoming environment. That is, should we make them stand and introduce themselves?  It was suggested that welcoming should be everyoneÕs responsibility.

C. Task Force Reports:

Move Planning – Eric and Kathleen are the current members. Looked at 1st Baptist but there is no room there. Will be looking at 7th Day Adventist church as an option.

Holiday Party – Joanne is recruiting members. In progress.

Stewardship – Right now this is Patriciafaye, Kris Gabrielsen, and Joanne. In progress.

D. Cluster Meeting Report – Kathleen attended the Cluster Meeting. There is an annual Social Justice meeting at the Salem UU church on Oct 22nd. She also reported that several of the congregations did solstice services. And on March 18 at the Willamette Falls UU in Oregon City there will be a one day conference. This will involve people sharing ideas dealing with issues in their congregations. This will involve several workshops approximately 90 minutes long.

 

3. TracyÕs Report

Tracy has met with several committees including Membership, Finance, Religious Education and Worship. She has not met with the Communication Group. Tracy has also spent time with several members with physical issues and injuries. She mentioned that DRE Rachel is doing well but may need help storing some of the RE material since this is extensive.

The Day of the Dead service will be at the end of October – 10/30. This needs to be communicated with the congregation since this is not a normal service weekend.

Tracy needs to send out emails about her office hours which will fluctuate as to day and time. John said that he will coordinate the effort to allow Tracy a more direct way to send emails to the congregation.  As this is a change from current policy, it may need to be reflected in an update to the Policy and Procedures.

4. Planning for Board / COSM Retreat – October 30th

                  A. Do we need a facilitator?? John will ask Kris Gabrielsen to suggest names.

B. Committee Chairs – Report on what is happening. Figure out where there is overlaps and holes that need to be filed.

                  1. What are the goals of your committee?

                  2. What are the tasks covered by your committee?

                  3. What are the problems and / or obstacles?

Mission statements, list of tasks, and tasks done by people outside of the current committee membership. The Communications Group has a draft that John will be sending out. Tracy has a questionnaire to be sent to committee chairs.

5. New Business.

                  A. Pizza and the Principles – Room is set, no childcare. Costs - $74 including $50 for a sound person. Requesting that people bring plates and napkins.

                  B. Paying Rachel for childcare and teaching. This was agreed if necessary to fill open slots.

                  C. Charlie Coates is the new Religious Education Committee Chairperson.

                  D. There was also discussion of room rentals and if we could rent the Ôcraft roomÕ and drop the Ôwellness roomÕ. Kathleen needs to address this with the Senior Center and re-do the contracts.

                  E. Webinars – Tuesday 11/25 @ 7-8 PM at JoanneÕs

                  F. Emailing service announcements – Kathleen will meet with Rob Tanner to learn how to do this.

                  G. Someone is also needed to create name tags.

                  H. Announcements – See guidelines – those that are not directly related to UUFM activities or UU events more broadly will not go into the Order of Service and need eventually to go on our Facebook page.

 

 

5. Meeting adjourned at 8:25PM by John Braun. 1st motion by Joanne and 2nd motion by Sandy.

 

Submitted by Stephen Bjorlin 10/30/16