Meeting Minutes of Board of Trustees

Meeting Minutes

Board of Trustees of Mount Vernon Unitarian Church

6 November 2007

Board members present:

Jim Potter, Chairman

Reid Adler

Wendy Burns

Lisa Guide

Birgit Robbert

Raleigh Romine

Mike Walker

Absent:

Bill Clontz

Lauck Walton

Ileen Gillispie

Others present:

Ron Brandt, Church Administrator

Al Erickson, Treasurer

Rev. Don Vaughn-Foerster, Interim Minister

Meagan Henry, RE Director

Betsy Yarrison, Sunday Services Committee

Mimi Stevens, Sunday Services Committee

Jim Wamsley, Sunday Services Committee

Jane Nelson, Ministerial Search Committee

Carolyn Slenska, Personnel Committee

Al Robbert, Stewardship Committee

Russ Stumpe

The meeting was called to order at 7:30 by Board chair, Jim Potter.

Jim Potter requested approval that Birgit Robbert replace Lisa Guide as Board Secretary. This switch allows Lisa more time to concentrate on other Board activities (communications and “Building Our Hill of Dreams”) and to get Birgit involved in the Executive Committee. Approved.
Carolyn Slenska recommended approval of the evaluation procedures for MVUC employees devised by the Personnel Committee. “Appraisal Responsibilities for 2007-08” that is attached to minutes. Recommendation was approved. In conjunction, Ron Brandt is working on editing the Employee Handbook. Ron requested that Board members get input to him by November 16 so that handbook can be completed by Thanksgiving.
Carolyn Slenska reported that CPA Nancy Fox advised that MVUC re-evaluate how health benefits are structured for employees and how benefits are reported to IRS. A further concern, open season for enrollment in UUA Health Plan ends on 30 November. Board approved that Personnel Committee, Al Erickson and Ron Brandt work with affected employees, Meagan Henry and Melodie Feather, to structure their health benefits fairly, whether they enroll in UUA’s or another health plan. Al will also correct how benefits are taxed and reported to IRS in the future. Board recommended that MVUC pay any additional tax Meagan or Melodie may incur if benefit is no longer considered a pretax compensation.
Betsy Yarrison, representing the Sunday Services Committee, clarified conversations and e-mail correspondence concerning moving to one Sunday service that have circulated in recent weeks. No recommendation to move to one service was proposed by committee at this meeting; however, pro and cons of having one or two services were discussed (list below may not include all points brought up). Background: MVUC normally moves to one service at the end of the school year for the three summer months. Because of the usual lower church attendance during the last month(s) of the school year, at its September meeting the Sunday Services Committee contemplated recommending moving to one service after the second trimester of RE rather than wait until summer. At its October meeting the committee discussed moving to one service even earlier due to the perceived low attendance at services this fall. Pros: 1. Sanctuary will be fuller, thus making MVUC appear move vibrant, especially to visitors. 2. Having one service would be simpler for paid staff and for over-worked/over-stretched volunteers. Cons: 1. RE enrollment has grown and one service cannot accommodate all participants. 2. Parking lot and sanctuary may not be big enough for all attendees at one service. 3. Moving to one service is contrary to our stated goal to grow our congregation. 4. Deviating from the service schedule that has been in effect for years will require advance, careful planning. The Sunday Services Committee will do further study--getting more accurate attendance data, survey staff and committees affected, find out about capacity limits, etc.--and will make recommendation for any change in service schedule if and when advisable.
Al Erickson reported that Joan Wamsley recommends having only one, not two, book sales per year. Since Joan has taken charge of book sales for many years, Board deferred to Joan on decision.
Jane Nelson, representing the Ministerial Search Committee, presented a proposed compensation package to use in negotiations with new minister. The committee followed UUA guidelines and a compensation outline devised by long-time MVUC minister and UUA administrator Kenn Hurto as a basis for the package. The committee recommended a range of $105,300 to $132,300 as a total annual cost to congregation for salary, housing, plus additional benefits and professional expenses. See attached report for details. Board approved range. Jane reported packets will be ready for distribution in November. Already eight ministers have expressed interest in MVUC. (Discussion followed concerning fair compensation, including benefits, for all employees. Personnel Committee will make recommendations for Board consideration at future time.)
Al Robbert, Stewardship Committee Chair, reported that committee plans to follow a stewardship development model advocated by UUA consultant Wayne Clark. The stewardship campaign will be conducted during February (leadership gifts phase) and March (general gifts phase). Financial commitments will be sought through stewardship conversations between visiting stewards and members and friends of the congregation. In order to limit each visiting steward to no more than four visits, we will need 50 to 60 visiting stewards. Most of the more committed members of the congregation will have to serve as visiting stewards in this effort. Al will work with Lisa in developing a mission statement and informational materials incorporating “Building Our Hill of Dreams.”
Interim Minister’s report attached.
Church Administrator’s report attached.
DRE’s report attached.
Treasurer’s reports attached.
Mike Walker reported that there were 11 Circle Suppers with approximately 80 people participating on last Saturday evening. The Board applauded Mike’s efforts and the success of the suppers. Mike plans to organize suppers again in February.
Mike also encouraged Board members to sign up as Board greeters.
Lisa Guide reported on the newly formed Communications Committee. Gregg Early has agreed to chair the committee. Committee will oversee and coordinate all communications vehicles, especially the website but also newsletters, Sunday order of service, and other publications. Committee will also oversee publicity for MVUC events and will support other MVUC committees and programs with their communication needs. Lisa presented a charter for committee, which will be forwarded to Program Council. Reid Adler advised adding an item to have the committee assess both its activities and charter on an annual basis, and further recommended adding a similar Annual Assessment paragraph to all committee/program charters.
Lisa reported on next-steps for “Building Our Hill of Dreams.” Either through letters, article(s) in newsletters, or as part(s) of Sunday services, Lisa will share positive steps already achieved in “Building Our Hill of Dreams” (choirs formed/growth, RE growth, speaker series and other events, increase in pledge average, etc.). Lisa will work with Don and with Al Robbert on incorporating positive theme in services and in stewardship campaign. Mike Walker stressed the importance to MVUC of seeking expanded media coverage.
Reid reported on Jim’s request at the previous BOT meeting that he: (1) flesh-out the framework developed by the Nexus Group to achieve MVUC’s growth and financial objectives over the next five years; and (2) recommend an arrangement for maintaining the Five-Year Plan indefinitely. Reid has met informally with Bill Clontz and Lauck Walton and will solicit further input from major stakeholders of the plan including Finance, Stewardship, Ministry, Religious Education, and the Program Council, and will report to Board as the long-range plan and a process for managing the plan develop. Generally, he believes that the plan should focus on finances and growth, but also include a “grass-roots” vision of where MVUC should be heading that reflects the inspiration and leadership of various major constituencies of the church. Reid’s discussion with several church leaders have included the allocation of “ownership” of and input into of the five-year plan as between staff, BOT and Program Council. Jim asked Reid to present specific recommendations for BOT discussion.

Raleigh Romine is working on web privacy issues--How public does MVUC want to be? A “members only” site may be solution. Raleigh will continue investigating issues with other church members who have been involved with web-site (Gregg Early, Lisa, Herb Tyson, Barbara Barry) and will report to Board as a privacy policy is developed.
Wendy Burns presented a playground plan devised by an architect for an imaginative, creative, inter-active playground to replace aging equipment in old playground used by MVUC and the Ft. Hunt Preschool. MVUC and the pre-school will work together to create new playground in stages as funding allows and using volunteer labor. Progress updates will follow as more information is learned and plans are firmed-up. Wendy said that funds for this project will be advanced by the Preschool and/or raised through specific donations for this purpose.

Jim reminded Board members to complete their Mid-Term Board Evaluation and return forms to Ron NLT November 16^th. Forms can be completed electronically.
Action items were reviewed as follows:

1. Treasurer Al will get signature cards for new secretary, Birgit (Item #1).

2. Ron will complete Employee Handbook by Thanksgiving (Item #2).

3. Health benefit plan options will be discussed with Melody and Meaghan (Item #3).

4. Wendy will write note to Joan Walmsley (Item #5).

5. Board members will serve as visiting stewards and will increase their own pledges (Item #7).

6. Reid will continue developing recommendations concerning long-range planning for BOT discussion (Item #16).

7. Reid will clarify reporting process for Finance, Stewardship, and Personnel Committees (Item #16).