Minutes November 18, 2008

First Unitarian Church of Cleveland

Board of Trustees Meeting Minutes

November 18, 2008

Board Members Present: Esther Bockhoff, Chuck Segall, Kevin Ortner, Barbara Bradley, Ann Millette, Steve Sanford, Wendy Macklin, Kim Littell, George McGaughey, Tom McKenna, Maureen Maas, Ray Gonzalez

Staff Present:             George Buchanan, Daniel Budd, Doug Aubin

                                   

<!--[if !supportLists]-->1.                  <!--[endif]-->Opening:  Wendy called the meeting to order at 7:04 p.m.  Opening words were provided by Tom, followed by the reading of the Board Covenant.

<!--[if !supportLists]-->2.                  <!--[endif]-->Approval of 10-21-08 Minutes:  The minutes, with corrections, were approved. The Board minutes are on file and are posted in the church library.

<!--[if !supportLists]-->3.                  <!--[endif]-->Open for comment / new business:  There were no Board visitors.

4.       SLT Reports: George presented the administrator’s report.  George presented his Minister for Religious Education Report, and Daniel presented his Parish Minister’s Report.   These reports are on file and are posted in the church library as is a copy of the current church operating budget summary.

Highlights from Doug’s report:  The permit from Shaker Heights Building Department should be issued shortly as the drawings for the standpipe project are being reviewed. Bob completed the Men’s Room 1st floor project and some maintenance on the playground.  Several board members recommended some type of special recognition of Bob’s continuing renovation work.  There is new furniture outside George’s Office, courtesy of the Aesthetics Committee, who were able to reduce the cost to $ 1600 from $ 3,500.  For YTD fiscal year 08/09, a total of $ 7,677 has been collected from the Sunday offering.  These offerings will continue to be noted in the “Making a Difference” column in the newsletter.  There was discussion that there are definite seasonal trends in offerings to certain causes that could become standing offering commitments.  Doug is interviewing for a part-time custodian with recent resignation of a part-time custodian.

Review of the operating budget summary MTD October finds we are $ 20,000 short on Offerings. However, November pledge income has picked up and actual expenses are below budgeted expenses by about $ 23,000.  Actual revenues (adjusting for the $ 88,000 gift from Cora Haake) were below budgeted revenues by about $18,000, with a roughly $ 5,000 budget surplus YTD fiscal year 08/09.    

George highlighted his report, noting some minor revisions to the five elements of membership which he has passed on to the Membership Committee to review, revise, and bring back to the Board for approval with the intention of their being presented to potential new members during orientation.

Finally, Daniel and George are part of a Northeast Ohio UU ministers’ group who recently delivered a grant proposal for a small feasibility study to be conducted in the fall of 2009 looking at the possibility of a larger regional marketing plan to grow membership in northeast Ohio.   The $ 5,000 expense will be covered by grant funds from OMD and small contributions from several area congregations (Our congregation is not committing any funds to the study).

                                                                   

Daniel highlighted his report, noting that Sunday morning church attendance continues to vary widely and without apparent reason (236 to 119), with offerings steady and averaging $ 400.  Thank you letters from several organizations have been gratefully received and were circulated at the board meeting.  These letters will be on file and available along with the Board minutes in the church library.  Finally, Daniel recommended that the Board dissolve the Josephine Parsons Fund Task Force with thanks and assign the granting of the funds to the SLT to administer to Open Doors each year.  A motion was made, with a second, and carried unanimously that the Parsons Fund Task Force be dissolved assigning the granting of the funds to the SLT to be dedicated each year to Open Doors.  There was consensus that the decision fits with the intent of the Parsons Fund as well as fitting within current SLT limitations around the reporting of spending > $ 5,000.  A letter will be sent to the members of the Parsons Fund Task Force, thanking them for their service.

            5.         Treasurer’s Report:   Esther reviewed the monthly operating summary, noting a slowing of current pledge income but noting prior year pledge income is up. Esther presented the abbreviated financial report with explanatory comments which is now included in the Treasurer’s column in the monthly newsletter, noting it was well received by the congregation. Esther recommended that all Social Justice line items be brought under the Social Justice budget category to give the Board and the congregation a better sense of what we are committing in the Social Justice area.  Esther reviewed current market value of the investment fund in light of the recent economic downturn.

<!--[if !supportLists]-->6.                  <!--[endif]-->President’s Report: Wendy highlighted two areas.

<!--[if !supportLists]-->a.       <!--[endif]-->Wendy recommended that we develop some type of method for contacting the existing membership regarding where they see the church going and where they fit into that mission.   It was suggested that there are likely survey tools and standardized questions and surveys already developed at the district level that could be used or adapted.

<!--[if !supportLists]-->b.      <!--[endif]-->The concept of area churches participating together in a social outreach activity or project was discussed. 

<!--[if !supportLists]-->7.                  <!--[endif]-->Durall Report: The board continued to discuss various facets of the final Durall report, focusing on a discussion of membership-defining who we are and who we should be attracting as new members.  There was discussion that this be incorporated into the Membership Committee calling.  There was discussion that the board needs to drive the continued review of the Durall report and establish goals and action plans that are measurable.   It was suggested that a task force of the board be named to look at the report in more detail and come back with some recommended goals and action plans with some consensus around what parts of the report are actionable.  Ray, Barbara, Kim and Maureen will head up the task force and report back.

<!--[if !supportLists]-->8.                  <!--[endif]-->Ad Hoc Social Outreach Task Force: Daniel noted that the Ad Hoc committee, who are determining where the outreach monies go and who are developing the process for this in the future, has met twice, is making excellent progress, should have a recipient named in December (on schedule) and have an outline of the process for such projects in the future by January of 2009. 

<!--[if !supportLists]-->9.                  <!--[endif]-->Stewardship:  Stewardship co-chairs have yet to be named for the upcoming campaign.  Board members are encouraged to contact Wendy with potential names.

<!--[if !supportLists]-->10.              <!--[endif]-->Diversity Task Force / Investment Task Force reports:  The Final Report, Open Arms Diversity Task Force (formed during the last Future Search of 1/07) was circulated and will be placed on the discussion agenda for the January board meeting with plans to decide which elements need to be implemented through SLT. The Recommendations from the Investment Task Force will also be placed on the discussion agenda for the January Board meeting.  The PBG Task Force will review the PBG policies ahead of the January board meeting to see which policies are affected by the Investment Task Force recommendations.

<!--[if !supportLists]-->11.              <!--[endif]-->Website Update:  The Communications Committee will formally announce the launch of the new church website on Sunday, November 23.  The site is now managed by staff and the Communications Committee.

<!--[if !supportLists]-->12.              <!--[endif]-->PBG: Barbara and Tom reviewed the PBG task force’s recent ongoing work. SLT Policy 11. Communication and Support to the Board of Trustees was again reviewed with final adjustments made.  Drafts of ten Governance Process Policies were also reviewed   These will be further discussed at the next board meeting in addition to early drafts of Board-SLT Linkage Process Policies with the goal of completing all PBG policies by May of 2009.

<!--[if !supportLists]-->13.              <!--[endif]-->Other new business/discussion:  The hanging of the greens has been set for Dec. 7th, coordinated by Natalie Wardega.

<!--[if !supportLists]-->14.              <!--[endif]-->The January reader will be Chuck. Tom provided closing words and the meeting was adjourned at approximately 9:02 pm.

Submitted by Steve Sanford, Board Secretary