Board Meeting Minutes, 3/21/2010
- Written by Kristen Cervantes
UUWaco Board Meeting, Sunday, March 21, 2010
Oliver Wendell Holmes Board Room
Attending: Jane Derrick, Joy Hayes-Gates, Bruce Allen, Anita Knight, Joe Ahlers, Kris Cervantes, Claudia McLatcher, Liz Turnage, Rev. Nathan Stone.
Absent: No one.
Meeting called to order, 12:38 p.m.
Opening words, chalice lighting (Nathan)
Consent agenda items approved (At-Large Director reports, including a verbal report by Claudia McLatcher regarding House & Grounds; minutes from February Board Meeting).
Motion to approve - Joe Ahlers. Second, Joy Hayes. Unanimous agreement by board.
Joe Ahlers is asked and consents to be our process observer.
Board covenant read.
MINISTER'S TWO MINUTES
- UUA General Assembly packet is given to Jane.
- PR packet given to Anita as ALD #1, over PR.
- Rev. Stone spoke about self-care; the upcoming week is that of his yearly fishing trip with a group of minister friends. Passed out an article written by one of them (Kyle Childress), who wrote in a liberal Christian magazine about the importance of ministers maintaining friedships among their peers, and the rarity of that actually happening.
- Spring Conference was mentioned but tabled until later in the meeting.
- Positive energy gained from BOFT!
PRESIDENT'S TWO MINUTES
- Welcome to Liz Turnage, our new ALD #4.
- Celebrate - we are a UUSC Banner Society (discussion of what that means in terms of donations - letter was unclear).
ACTION ITEM: Kris - Scan certificate and put on website.
- Building Our Future Together (BOFT) was wonderful! Positive energy, affection for the church & one another, lots of ideas and progress made.
Item 1: Nominating Committee
Need to approve a nominating committee. Jane Derrick has spoken to three candidates, who have all agreed that they will serve, subject to the approval of the Board: Brian Gates, chair - Becky Fox, John Hendry, member.
Joe Ahlers moves that we accept the committee as presented. Anita Knight seconds. All in favor - unanimous agreement by the Board.
Item 2: Spring Conference, April 23-25, Dallas area.
More info at swuuc.org.
Jane & Nathan will attend; we have space for two more delegates.
Joe moves to approve Jane as delegate; Bruce seconds; unannimous agreement by the Board.
ACTION ITEM: Kris, contact Tracey Villanueva and ask her if she wishes to go or recommend another RE Team member; also ask Becky Fox regarding herself or another Worship Team member.
UPDATE: Becky Fox is unable to attend. Have not heard back from Tracey Villanueva, as of Saturday, April 10.
Joe Ahlers motions that we accept any RE person Tracey recommends; Liz Turnage seconds. After discussion, it is agreed that we have money for tuition, if requested, for two delegates in addition to Jane & Nathan. (Cost is $75+housing/transportation - there is some home hospitality available upon request). Deadline is 23 March. Cost becomes $95 after that. Friday night dinner is $20. Motion to accept proposal as stated: Kris Cervantes. Second: Liz Turange. Unanimous agreement by the Board.
Item 3: Dwight Brown Leadership Experience (DBLE) Nominations (July 26-30, 2010)
Joy Hayes has been approved to attend; according to the new requirements of DBLE we need at least one more person. Ideally, the President-elect would be the second perso, however, we do not yet know who that will be, and will not know until August or September. This idea is tabled. Discussion of other potential candidates. DBLE nominations due by April 15th.
ACTION ITEM: All Board members - Consider potential attendees and follow up.
ACTION ITEM: Joy Hayes - Spearhead DBLE recruitment! Email, pestering people, etc.
Item 4: Financial Review Recommendations
Counting the cash - Implementation of a board-member calling tree to make sure someone can count the cash.
Hospitality money - Will be given to the treasurer, who will reimburse Hospitality person/family.
Discussion. Reimbusement will be done through the treasurer; Hospitality team will continue to work with Joe & hospitality angels to develop a workable system.
ACTION ITEM: Liz Turnage - Speak with Hospitality team and allow them to work out the details of this system.
Items 5 & 6:Mission & Vision follow-up retreat AND Strategic Planning Committee
April 10th board retreat with Joe Sullivan. Tentative time: 9 a.m.-3 p.m.
ACTION ITEM: Claudia McLatcher, Joy Hayes - Arrange for/donate lunch for April 10.
Nathan & Liz will not be able to attend retreat.
Dicussion of transcription of notes. Discussion is referred on to the MVP team.
ACTION ITEM: Anita Knight - Ensure that all notes from BOFT are transcribed and available to Board members before April 10.
Strategic Planning Committee (SPC) must be chosen.
Timetable for this work (includes data gathering, planning) - six to nine months.
Process discussion: (1) SPC, using BOFT & Board retreat info, will come up with three or four goals (overarching). (2) This info will be presented to the Board. (3) Arrange a meeting which involves team leaders, board members and SPC members to suggest objectives to reach the goals. (4) Team leaders will work with their teams to come up with step-by-step plans for implementing goals.
Discussion of SPC make-up. Claudia McLatcher & Bruce Allen volunteer to be on the SPC. Joe Ahlers agrees to be available for consultation on financial issues.
ACTION ITEM: All board members - Consider who within the congregation has public or private strategic planning experience.
Brief congregational meeting scheduled for May 23, 2010 to present Mission & Vision statements for congregational approval.
SIDE NOTE - ACTION ITEM: KRIS CERVANTES - Send Liz Turnage the latest Members/Friends list. (done)
Item 7: Minister Agreement Update
The team has begun work on the Letter of Ministerial Agreement (LOMA). Progress continues. Looking at readiness by Oct. congregational meeting. Discussion of what a LOMA is, difference between this one and the old one.
Item 8: Congregational Meeting Agenda (April 18, 2010)
- Election of nominating committee (Jane)
- MVP update (Anita)
- Hospitality update (Liz)
Item 9: Bylaws/P&P issues
Several P&P issues need to be addressed over the next few months, including:
Membership Requirements (rewording language regarding giving)
Email & Web Issues (protecting privacy, list administrator, etc)
RE - Affinity/Covenant Groups (Should be moved from being under Nathan's provenance to Adult RE Programming)
RE - Childcare Workers (Proposal by RE Team leader to change age limit for childcare workers to 16 year+ rather than 18 years+)
Restorative Justice (complete and approve new policy regarding ministerial misconduct)
Conflict Resolution Team (CRT) (separate policies for conflict between congregant & congregant [CRT], minister & congregant [s/b referred to Ministerial Relations Team])
Discussion of timetable for these issues. Kris Cervantes: Motion to discuss one issue each for the next few board mtgs. Second by Anita Knight. Approved by board. Membership requirements will be dicussed at April board mtg (new P&P, wording is already being worked on; it is the closest to completion & may only need board approval).
Anita Knight (ALD 4): Social Action needs a leader for Meals on Wheels on Wednesdays. Judy Hendry has stated that she wishes to be replaced, as she only agreed to Site Coordinator position as a stopgap. Need more members for Social Action team.
ACTION ITEM: Anita Knight will call Senior Ministries to ask for a site leader for this Weds.
ACTION ITEM: Kris Cervantes will send an email re-asking for MOW assistance & a site leader. (Send to Anita Knight & Becky Warren for approval; speak to Judy Hendry about the hours required.)
ACTION ITEM: Anita Knight will ask Becky Warren to put out a call at the Sunday, March 27 service for assistance.
April 10 - Board Retreat re: Mission & Vision statements.
April 15 - Executive Team meeting, 5:45 p.m., UUWaco.
April 18 - Congregational Meeting.
May 23 - COngregational Meeting to vote on Mission & Vision statements.
Process observation - slipped into committee work, but mostly good. A-.
Meeting adjourned at 2:40 p.m.
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