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Board Meeting Minutes, 12/12/2010

2010-12-12 Board Meeting Minutes

Oliver Wendell Holmes Board Room

Meeting called to order: 12:50 p.m.

Those present: Jane Derrick, Joy Hayes-Gates, Bruce Allen, Claudia McLatcher, Kris Cervantes, Liz Turnage.
Guests: April Hull (future ALD 4) and Susan Smith (SWUUC District Executive).
Absent: Joe Ahlers.

Chalice lighting & check-in.

Consent Agenda submitted for approval: motion to approve: Liz Turnage. Second: Bruce Allen. Unanimous agreement.

President's Two (or more) Minutes

• Four people at World AIDS Day - good event, connected with the community.
• Transition from having a full-time minister: ExTeam met with Nathan Stone to discuss his roles and decide how we would fill the gaps left by his leaving.
• Robyn Morrison will take over Membership as needed; decided to not accept new members until Membership policy is rewritten to reflect absence of minister.
• Care Team: Jim Myers is good through December.
• Worship Team: Good to go. Becky Fox has agreed to stay on as chair.
• Social Action: Rob Cervantes took over Friday Meals on Wheels temporarily; Wednesday needs at least one more driver.
• Social Action: Guest at Your Table will probably be postponed until November, per Social Action Team recommendation and to put it in sync with UUA GAYT. Jane Derrick recommends that a congregational message go out via email in January, with info on how to make an individual donation to GAYT.
• PR: December ad went out in Waco Today, but January deadline missed; the PR team is wondering whether to place ad for February (budget reasons, etc).

AGREEMENT: Motion to look at PR budget in January and consider what we can afford: Claudia McLatcher. Second: Liz Turnage. Unanimous agreement.

Review of November Action Items
Done except for the Magic Jack. Kris Cervantes asked for help with the Magic Jack; Claudia McLatcher said she will purchase it and give it to her.
ACTION ITEM: Claudia - Pick up Magic Jack at Best Buy. Submit receipt to Joe Ahlers for reimbursement.

Discussion with Susan Smith regarding next steps with regards to interim ministry.
See attached notes.

Treasurer’s Position
Need some transition there. Training by Joe Ahlers of the new treasurer? Joe's last day will be January 31. Bruce Allen believes we should hire a bookkeeper to do the books and find a treasurer who will lead pledge drives. This recommendation has been tabled for the moment.
ACTION ITEM: Liz will call Myron Morrison to talk with him about being Treasurer. She will also call Jane Kittner to ask if she would be on the Finance Team.

Right Relations Team
When looking for new RRT members, look for

• Peacemakers
• People who are discreet
• People who are thoughtful and calm
• People who are organized

P&P change: if no RRT, Board members will function as RRT? Tabled for now.

Dealing with Congregational Anxiety
Be aware (and able to communicate) what we (the Board) have done to deal with the situation at hand, and what the next steps are. This will help clarify for the congregation that things are not out of control, that we are aware and acting upon our awareness of congregational pain (and share it).

People may want to express themselves to the Board; it's fine. Say "Thank you," listen with compassion and an open heart and mind.

Membership Team
First step on the Path to Membership should be to meet with a member of the Membership Team, rather than the minister.
ACTION ITEM: Kris Cervantes & Liz Turnage will rewrite the Path to Membership to reflect Membership Team's involvement, make allowance for no minister as well.
Procedures idea: Once a month, have a Meambership Team member step up and announce that if anyone is interested in exploring membership, they will be available to meet with them after the service in the sofa room.

Need to set a Congregational Meeting date.
Best bet: January 23. Hold a Listening Session Jan. 8.
Executive Team Meeting: Jan 4
Board Meeting: Jan 16

ACTION ITEMS

• Kris Cervantes & Liz Turnage will rewrite the Path to Membership to reflect Membership Team's involvement, make allowance for no minister as well.
• Claudia - Pick up Magic Jack at Best Buy. Submit receipt to Joe Ahlers for reimbursement.
• Liz will call Myron to talk with him about being Treasurer. Call Jane Kittner to ask about being on Finance Team.
• Jane - Get final pledge info from Joe.
• Jane - Engage a consultant for listening sessions. Margaret Borden, First UU in Austin - recommended. Jan 8, Jan 15.
• Kris -Write an email for congregation with: Congregational meeting announcement with agenda, presenting options for interim ministry
• Kris - Write an email for members & friends regarding Listening Session (dates, times)
• Bruce - Write an email and send to Kris for distribution, addressing the question of what happened at the closed board meeting on Sunday.
  • Moving quickly to look at interim ministry possibilites.
  • Moving quickly to start conversations around healing.
  • Will be calling a congregational meeting on January 16 after church - we need you there to help guide our next steps.
• Bruce, call Michael Davis to check in with him about being Secretary next year, make sure he’s okay.
• Joy, call April Hull and ask if she can find someone to help with the website on the PR team.
• Claudia, call Rob Cervantes and help coordinate Mary Jo Ard's memorial stone.

TIMELINE:
Dec 12 - Bruce writes an email regarding today's board meeting.
Dec 13 - Jane contacts Margaret Borden.
Dec 15 - Kris send out email to congregation regarding Listening Sessions.
Jan 8 - Board Retreat - 2 hours tops. Starting at 10 a.m. Claudia will make lunch.
Jan 8 - Listening Session.
Jan 10 - Kris send out mail/email to Congregation announcing Congregational Meeting & agenda; include list of interim ministry options and budget information for review before the meeting.
Jan 15 - Listening Session.
Jan 23 - Congregational Meeting to vote on interim ministry options.

Meeting adjourned at 4:15 p.m.

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