MOUNT VERNON UNITARIAN CHURCH
Board of Trustees Meeting
February 5, 2002, 7:30 p.m.
Ron Brandt, Chair
Al Erickson, Vice-Chair
Linda Davidson, Secretary
Nancy Fox
Hayley Holser-Green
Linda Jemison
Carl Lohmann
Jim McGovern
Betsy Stephens
Russ Stumpe
Maria Meuse
Rev. Walter Braman
Anne Bredeck
Karen Fenderson
Janice Fitzpatrick
Joanne Masterson
Bill Means
Dr. Forrest Tobey
Joan Wamsley
Call to Order: 7:35 p.m. by Ron Brandt
Opening Words: Jim McGovern
Ft. Hunt Cooperative Preschool: Karen Fenderson spoke on behalf of the preschool, expressing pride in the relationship between the preschool and MVUC, and a desire to improve the relationship in the future. Representatives from FHCP will be attending a licensing seminar next week.
The following resolution was adopted unanimously:
Mount Vernon Unitarian Church recognizes that the Fort Hunt Cooperative Preschool is performing a needed community service in providing quality education in a nurturing environment for pre-kindergarten children at a reasonable cost. We are currently attempting to clarify the legal requirements governing operation of the Preschool and to make sure that the church has adequate access to the facilities needed for its own religious education program. However, this should not be interpreted as animosity toward the school and its program or as intention to withdraw our support. On the contrary, we are optimistic that reasonable adjustments can be made and we look forward to continuing our mutually beneficial relationship.
The following motion passed unanimously:
Canvass for fiscal year 2002-03: Joanne Masterson updated the Board on the Canvass schedule. March 3, 2002 is Pledge Sunday for the fiscal year that begins July 2002.
Mid-year adjustment of 2002 MVUC budget: Joan Wamsley, Treasurer, presented and explained the mid-year adjustment to the church budget.
The Board of Trustees unanimously adopted the mid-year adjustment of the 2002 MVUC budget.
Ron Brandt presented a planning budget for fiscal year 2002-03. This planning budget calls for an increase of about $40,000, compared to this year’s budget.
The following consent agenda passed unanimously:
Susan B. Anthony Committee: Joan Wamsley presented the committee’s recommendations for expenditures (attached).
The following motion passed unanimously:
Babysitting and Childcare Policies and Procedures: Janice Fitzpatrick presented a number of policy and procedural recommendations regarding childcare during activities at MVUC. Ron will re-format the recommendations, separating policies from procedures, and will bring them back to the Board in March.
Board of Trustees Policies: Ron presented a draft of proposed policies and procedures for the operation of the Board of Trustees. He sought, and received, comments and suggestions regarding the format and content of the draft. Ron will continue to develop the policies and procedures, and will bring them back to the Board in March for possible approval.
Recent non-attendance of Board member: As of this February meeting, Maria Meuse has missed four consecutive Board meetings with no explanation. Attempts to contact her by telephone and e-mail have been unsuccessful.
The following motion passed unanimously:
1. that the chair leave a message for Maria Meuse at her place of employment. If that attempt to contact her is unsuccessful, the chair will send a letter to Maria informing her that unless she replies by March 1 stating that she will attend future Board meetings, her seat will be declared vacant for non-attendance and the Nominating Committee will be asked to nominate a replacement.
Editing correction in By-laws: Ron called to the attention of the Board an administrative error in the By-laws, and asked for the Board’s approval to make an editing correction. In the Bylaws provision regarding election of the Board chair, which follows below, the sentence in italics was intended to be deleted. It was inadvertently left in.
Bylaws provision on election of chair
2. Composition. The Board of Trustees shall be composed of ten (10) persons. At each annual meeting, the resident members shall elect a youth member to serve for one year and three adults to serve three-year terms, as well as any adult members needed to fill vacant terms. One of the nine adult members of the Board shall be elected to serve as chair for a one-year term. All terms shall begin at the first regularly scheduled meeting of the Board following the annual meeting.
Note: Article VII.I. says:
b. Election. One of the adult members of the Board shall be elected by the new Board to serve as chair for a one-year term.
The following motion passed unanimously:
That Ron be authorized to make the editing correction in the By-laws, to delete an administrative error that was inadvertently left in.
Renewal of agreement with interim minister: The Committee on Ministry and the Ministerial Search Committee recommended that the Board invite Walter Braman to serve a second year as interim minister.
The following motion passed unanimously:
That Ron Brandt, Peter Pocock (chair of Committee on Ministry), and Al Erickson (chair of Personnel Committee) be authorized to initiate negotiations to extend Walter Braman’s term as interim minister for a second year.
The following reports were received:
Minister’s Report: Walter listed several congregants who have suffered illnesses or injuries, the most recent being John and Jane Kofler, Rufus Wright, Deborah Berger, and Al Searle.
Treasurer’s Report: In the current fiscal year so far, income is about $6,000 more than expenses. This is due to lower spending than was projected.
Religious Education: Janice Fitzpatrick provided RE attendance figures since 1999, and reported on her progress in compiling and writing RE policies.
Music Director’s Report: Forrest Tobey reported that the choir is somewhat smaller this season, due to other commitments of choir members. He is currently planning a meeting of parents and staff to discuss the children’s music program.
Program Council: Linda Jemison reported that Tony Barkume had volunteered to serve as Coordinator of Administration.
The following motion passed unanimously:
That Tony Barkume be appointed as Coordinator of Administration for the Program Council.
Finance Committee: Nancy Fox reported that, at their next meeting, on February 25, the committee would start working on the 2002-03 budget.
Personnel Committee: Al Erickson said the committee is currently conducting employee appraisals.
Sprint: Al Erickson said that there has been no word from Sprint since we sent them a signed contract.
Property: Bill Means reported that the new fuel tank was in place, and would be put in use the next day. On behalf of the committee, he requested up to $3,000 for tree pruning and removals.
The following motion passed unanimously:
That up to $3,000 of Property Major Maintenance funds be authorized for pay for tree pruning and removals as specified by Grounds Chair Alvin Macomber in consultation with Property Coordinator Bill Means.
Facilities Use: Anne Bredeck raised a number of questions regarding facilities use, including insurance and standardization of rates. Jim Southerland of the Policy Committee has begun work on development of policies regarding the use of buildings and grounds. Board members agreed that Ron would contact Jim and discuss the project, expressing the willingness of Anne Bredeck and Bill Means to assist.
Exit Interview: The Board discussed the recently received report from Rev. Linda Olson Peebles’ exit interview.
Future Planning:
Tuesday, March 5, 7:30 p.m. – Board of Trustees, in the Commons
Fri., May 17 & Sat., May 18, 2002 – Board retreat
The meeting adjourned at 10:45 p.m.
The SBA Committee met on Sunday January 27, 2002. Dotty Ann McClelland, Karna Schwimmer, and Joan Wamsley were the 3 representatives from the Women’s Group; Janice Fitzpatrick represented Religious Education; Alvin Macomber represented the Grounds Committee; Russ Stumpe represented the Buildings Committee; and Nancy Fox represented the Finance Committee.
There was $18,600 in the Women’s Group checking account. $5000 is held in reserves as seed money for the next Holiday Shop and $1000 is held to be used for "special needs" signs for use in the parking lot (approved 2001). This left $12,600 available for non-operating budget items. The committee recommends the following uses:
1. $3000 to be used to complete capping the garden walls.
2. $700 to be spent to replace the water heater in the carriage house.
3. $800 to be allocated for rewiring and bring up to code, the rooms behind the Greenhouse. $300 had been allocated in 2001. This makes $1100 available for the complete project.
4. $252 should be spent to replace the carpet in the entrance to the Hollin Hall kitchen.
5. $2500 to be allocated for a new church sign on Fort Hunt and Mason Hill Drive.
6. $615 (plus shipping if needed) to purchase a computer table and storage cabinets for the Religious Education office.
7. $661 to be spent for 2 spotlights for the terrace area of the Meeting House. Consultation between the Rental Coordinator and the Facilities for the Future Task Force on the location of the lights is suggested.
8. $300 to be allocated to purchase 2 file cabinets for archival storage. These cabinets will be put in basement room #4 of Hollin Hall.
9. $3772 to be deposited in the Property Major Maintenance Fund.
In addition, the SBA Committee recommends reallocating previously approved money for a wireless lapel microphone ($1500), a call-to-worship bell ($300), and an outdoor letter board ($450). This money ($2550) should be transferred to the Property Major Maintenance Fund. The Meeting House kitchen sink cabinet will need replacing as it is rotting and it is recommended that a garbage disposal be installed when this work is done. The committee felt that this project should be funded out of PMM money.
Joan Wamsley, SBA treasurer