August 1, 2000 Bot Minutes

Approved Minutes

Board of Trustees

Mount Vernon Unitarian Church

August 1, 2000


	Trustees Present	Also Present
1	Scott Shepard, Chairman	Linda Olson Peebles (ex-officio)
2	Oma Elliot, Vice-Chairman	Joan Wamsley, Treasurer
3	Carrie Alexander
4	Ron Brandt
5	Bill Clontz
6	Al Erickson
7	Leila Goodman
8	Bob Kuhns

	Trustees Absent	Also Absent
1	Nancy Fox	Kenn Hurto (ex-officio)
2	Ken Grabowski
3	Carl Lohmann
4	Robby Tinker


Call to Order	The meeting was called to order by the Chairman at 7:07 PM.

Opening Words	Opening words were read by Al Erickson.

Acceptance of July 2000 BOT Minutes	*It was moved, seconded and passed that the July 5, 2000 BOT minutes be accepted*.

Acceptance of July 2000 Financial Statement	*It was moved, seconded and passed that the financial statement be accepted.*

Concerns	No concerns were expressed.

Agenda Adjustments	1 - Carrie Alexander asked if we would discuss issues related to the Music Director; Al Erickson indicated that any discussion should be short and sweet; Ron Brandt indicated that he does not want to vote for an Executive Session, rather he wants to discuss any issues in open BOT session. It was decided to discuss issues related to the Music Director during the Chairman’s report.

ACTION (Old Business)

Rental Policy	Ron Brandt requested that in the future that when the BOT is requested to act upon a rental request, the BOT be provided current and comparative rates of other locations; Joan Wamsley wanted to know what are the financial arrangements with Betsy Clagett; Linda Olson Peebles suggested that the BOT invite Dottie Ann McClelland and Betsy Clagett to the next discussion on rental policy. No action was taken.

Mid-Year budget Adjustments	The Chairman indicated that he and Joan Wamsley were still crunching numbers and had nothing to recommend yet. Joan Wamsley handed out a ‘budget projections’ sheet and indicated that the Financial Records Manager (FRM) is spending a lot of time that’s not part of the FRM’s role and needs more hours. She also indicated that Anne Bredeck will need overtime hours at the end of summer. Bob Kuhns questioned the need to increase hours for the FRM since financial software was supposed to have made things easier. It was also suggested that someone should be designated, such as Kenn Hurto, to direct the employees when they are requested to perform activities that are not their responsibility. Action was deferred to an unspecified subsequent BOT meeting. Ron Brandt offered to contact the Capitol Steps to see if they could perform for a fund-raiser on the eve of the November election.

DISCUSSION (NEW BUSINESS)

LRP Final Report	Bill Clontz presented the LRP Final Report. The LRP Committee recommended: 1) the BOT approve all the LRP recommendations involving staff, when funds are identified, without further action on the part of the congregation, 2) the BOT hold in abeyance the buildings and grounds recommendations pending the results of a capital campaign, which the LRP believes is required in any case and thinks it should be started as soon as possible, and 3) the BOT should initiate all other LRP recommendations without further delay or consultations. Bill Clontz recommended that the BOT take the information and come back to the next BOT meeting ready to take action. He also referred the BOT to suggestions by Kay Sargent for three new committees: one to address the financial piece, one to handle the buildings and grounds and one to handle overall coordination. She also offered a list of members for the BOT to consider for each of the three suggested committees. Bob Kuhns questioned why there was such a significant discrepancy in what Al Erickson reported last month and what the LRP report said this month. Al Erickson indicated that he had incorrectly represented the results of the LRP survey at the last BOT meeting. No action was taken.

BREAK

Annual Canvass -Bylaw Task Force Report	A lengthy discussion occurred amongst the BOT regarding the changing of the fiscal year, a Bylaw Task Force recommendation, and the next Canvass. It was decided that the action to schedule a special congregational meeting on the subject (as had been moved at the last BOT meeting) was still a good idea and *the BOT voted unanimously to hold such a congregational meeting between services on September 24, 2000.*
Personnel Handbook	Copies of the draft Personnel Handbook were distributed. It was decided that the BOT would discuss the handbook at the next BOT meeting in September.

INFORMATIONAL SHARING

MRE’s Report	Linda Peebles announced that this was her 10^{th year anniversary serving MVUC in an official capacity and a small celebration occurred. She indicated hat the special collection in July raised $400, that there is interest in the Washington area as organized by Cedar Lane Uus to adopt a ‘minefield’, teacher recruiting is ongoing and the Peace Camp did very well. She asked that the BOT move to accept her daughter, Elsbeth Peebles, as the new Nursery Caregiver and it was so moved by the BOT.}

Chair’s Report	^{The Chair handed out information regarding plans for the new Directory. The Chair handed out a draft letter of reprimand to the Music Director. It was suggested that the letter be revised to: a. switch from ‘reprimand’ to the ‘BOT wishes to express its dissatisfaction', b. reference the need for healing on the issue, c. the dropping of any reference to contrition, and d. the retaining of the last phrase of mending the relationship.}

Liaison Reports	^{Al Erickson indicated that the cracks had been filled in the parking lot, that the gas air conditioning will be replaced at essentially the same cost and with a 10 year warranty, that he had no response yet on the parking concept from Bill Means and they are waiting to hear via Bob Kuhns what sign dimensions are acceptable for replacing the sign on Fort Hunt Road. Oma Elliot indicated that the Endowment Committee will be addressing better record keeping and diversified investments. The Program Council is working on developing standardized formats and processes to pass on to the committees. Joan Wamsley indicated that she had received a check for $2100 for the 21st Century Ensemble from the Council for the Arts.}

Sharing Information with Committees and the Congregation	^{Assignments: Invite Dottie Ann McClelland and Betsy Clagett to next meeting - Chairman Budget Recommendations - Chairman Capitol Steps - Ron Brandt Take Art Event off calendar - Bob Kuhns}

Sharing Our Appreciation with others in the Congregation	^{Condolences to Debbie Carr-Lougee ( by Chairman) Parking lot - Betsy Roderick and Russ Stumpe}

Sharing Our Sense of Tonight’s Process	^{Brief comments provided by members.}

Sharing Other Issues	^{Brief comments provided by members.}

Closing Words	^{Al Erickson presented closing words.}

Adjournment	^{The meeting was adjourned at 10:32 PM.}

	^{Respectfully submitted,}

	^{Bob Kuhns}