February 7, 2006
Board Members present:
Ric Sears, Chair
Joanne Masterson, Vice Chair
Raleigh Romine
Wendy Burns
Jim Potter
Hal Holtzclaw
Doug MacCleery
Jane Nelson
Katie Tyson
Nance Cedar
Board Member absent:
None
Others present:
Rev. Louis Schwebius
Al Erickson, Treasurer
Donna Bledsoe, Business
Administrator
Barbara Stoddard, Interim Director of Religious Education
Laura Walker
Rob Dickenson
Al Robbert
Bill Clontz
Karen Tyson
Ken Krogh
Linda Jemison
Ken Krogh
The minutes of the January 3rd BOT meeting were approved with minor amendments.
Laura Walker was congratulated for becoming the chair of the new MVUC Safety Committee. Ric Sears asked for suggestions from the BOT and others present as to the scope of the committee’s responsibility. These suggestions included issues associated with: 1) MVUC member and public safety when on site, 2) environmental and fire hazards, 3) safety education and training of staff and membership, 4) preparation of safety policy and procedures for BOT consideration and approval (including an emergency plan), 5) procedures to prevent abuse in RE settings, and 6) solicitation of MVUC member input to identify and help rectify safety issues and hazards as they arise (including posting a suggestion box). It was strongly suggested that the Safety Committee work closely with Donna Bledsoe on its charge. Laura promised to come back and report on progress, including suggested committee membership and draft committee charter.
Joanne Masterson and Ric Sears reported on the status of the five-year lease with Ft. Hunt Preschool (FHP). A draft lease, prepared by Scott Surovell, is expected to be ready for review by Ric and Joanne within two weeks. Once Ric and Joanne are satisfied with it, the BOT will be given an opportunity to review and comment on it, after which it will be provided to FHP. Joanne and Ric will work with FHP to finalize the lease, but before doing so will bring it back to the BOT for final review and approval.
Wendy Burns presented the final report of the MVUC/ Ft. Hunt Preschool (FHP) Relations Committee. After discussion, the BOT unanimously accepted the report with praise for the committee for their outstanding work on it. Jane Nelson offered a motion to establish a permanent MVUC/FHP Liaison Committee, chaired by Wendy Burns. The motion was seconded and approved unanimously.
Joanne Masterson reviewed a report by Lisa Napier on the status of the search for a new MVUC Director of Religious Education. Two viable candidates have been identified, one of whom lives in British Columbia. After phone interviews are conducted, it may be necessary to pay travel expenses to conduct face-to-face interviews. It was suggested that Lisa contact the Finance Committee on the availability of funding needed for this.
Al Robbert reported on the status of the 2006 annual stewardship pledge drive. He noted that the goal was for $410K, an ambitious 15% increase from the current year. The reasons are to respond to the projected deficit in the current year’s funding and to seek to begin to add meaningfully to the major maintenance accrual fund. Al reviewed the time line for events in the 2006 canvass.
Ric reported on the status of the Nominating Committee to replace outgoing BOT members. Things seem well in hand with a timeline for a final list of proposed board members by the end of February.
Reports were received from the Minister, Interim DRE, Business Administrator and Treasurer. Rev. Lou noted, in particular, that: 1) four from the youth group signed the membership register after last Sunday’s youth group service; 2) he was having on-going conversations with Rev. Bill Sinkford’s in preparation for his March 18-19 visit to MVUC, which has also stirred interest from other congregations in attending; and 3) that pastoral visits seem to be up rather sharply at this time, suggesting the need to be even more sensitive than usual to our friends and neighbors in the congregation. Barbara Stoddard noted that the youth service had gone very well last Sunday from all reports.
Al Erickson reviewed the spending cuts proposed by the Finance Committee to reduce the projected deficit in this year’s budget. After discussion, these were approved.
Ric Sears discussed the proposed funds distribution of the Susan B. Anthony fund.
The items were as follows:
1. Sign improvement project on Fort Hunt Road $375.26
2. Minister's Discretionary Fund $500.00
3. Church Management Computer Program $1,500.00 (Max.)
4. Electric Utility Golf Cart $3,000.00 (Max.)
5. Carriage House Wall Project $4,680.36
Total $10,055.62
Note: On items 3 and 4, any money not used for these two projects is to be put into Property Major Maintenance Fund.
After discussion as to the appropriateness of the fund covering the movement of the wall in the Carriage House, the BOT unanimously approved the distribution.
Ric Sears reviewed with the BOT the sequence of events and the tasks for various Board members in the upcoming special congregational meeting to vote on the new construction. BOT members agreed to specific tasks. Ric also discussed with the Board their views on the implications of alternative voting scenarios by MVUC.
Ric Sears provided the Board with a potential amendment that may be offered to the construction resolution. This amendment would add the following language to the resolution:
In response to financial and other developments, such as unexpectedly high construction bids, a low level of pledges, or other factors, the Board of Trustees may, in consultation with the congregation, make adjustments to the plan. The Board shall decide whether a proposed adjustment is sufficiently important to be voted upon by the congregation.
The Board had mixed feelings on the need for the amendment. Some felt that it would provide useful flexibility. But others felt that it could confuse things and many felt that it was unnecessary -- that the BOT already had the needed flexibility. The BOT then voted that if were offered they would not accept the amendment as friendly.
Douglas MacCleery
Secretary