latest board minutes
1st Unitarian Universalist Congregation of the Palm Beaches
Minutes of Board of Directors Meeting
April 20, 2010
The meeting was called to order by President Mary Reynolds at 7:00 p.m.
Members present: Suzanne Schluter, Sam Irwin , Judy Bonner, Bonnie Huber, Gene Bannigan, Barbara Hatzfeld, Art O'Brien, and Sylvia Ansay. Absent: Lee Kuller and Nelson Enos. Suzanne Schluter read the opening words.
The Minutes of the March meeting were approved with a change in spelling: NewTek replaces New Tech as the firm selected to provide the credit card terminal. Treasurer's Business Statement - Art noted that the $649 shown under Professional Services included an upgrade to QuickBooks, that Hospitality is now shown as a separate item, and that the additional $1,319 shown as over budget for RE was used for curriculum and supplies, approved by Mary Reynolds. Art directed Barb to issue a check for UUA dues and that has been done. Bruce Holden was issued a check for $1500, the full amount approved for him to attend the UU Musicians' Network Conference in Madison, Wisconsin. Motion to accept the Treasurer's Report carried.
*(Noted - The Board's earlier proposal (February) to amend the By-laws, eliminating the position of Assistant Treasurer, was rescinded at a special meeting of the Board on March 25, 2010. Also noted: By-law updates need to be filed with the Secretary of State.
Council Report - Meeting this month was a discussion of changes in committee chairs.
President's Report - Mary thanked Board members for their service. Gene, Barb and Mary attended the Florida District Meeting in Miami. Rev. Carole Yorke will be speaker at the UUA this summer.
Old Business
1. Rental agreements - Revisions have been incorporated into rental agreements and will be reviewed with groups at the time of renewal. Members noted increased costs and other concerns regarding the use of our sacred space. Suggestions for greater supervision were discussed but no further action was taken.
2. Credit card - A single terminal will be installed in the Thrift Shop. A representative from NewTek will be here on Thursday to demonstrate the system. Action: Art will ask about minimum charges. There was further discussion about policies and procedures for entering pledges. Action: Mary will ask Howard, as head of the Canvass, to do this.
3. Outdoor sign - The Village of North Palm has approved the sign. Members recommended that Betty Crowe (Sunday Services), Marika Stone ( PR and Adult Programming) and Paul Coleman (Adult Programming) and Lynn Stevens (DRE) be asked to take responsibility for the sign contents.
New Business
1. Employee Manual Revisions - Betty Crowe and Kathe Bannigan are reviewing the current manual and developing levels for staff positions.
2. Social Action - The Board voted (with two abstentions) to approve two special collections, one in May and the other in June, with other details at the discretion of SAC. These collections are to benefit Emergency Medical Assistance, an organization founded by Harriet Glassner, and Haitian Relief. Mary reminded members that the 2010/2011 Budget includes an item for community outreach, which needs to be taken up by the incoming Board. (Noted: Policy guidelines for special collections were developed by the Board at the December, 2009, meeting. )
3. FY 2009/2010 End of Year Balance - Members discussed the question of why the end balance doesn't reflect the actual amount as shown in the business statement. Art noted difficulty in preparing a bottom line because Bessemer account activities are not in QuickBooks, thus a separate statement on that account comes from John Richards and Lynne Greene. Art's goal this year is to get the process simplified by integrating the two systems into QuickBooks. Action: Mary will set up a meeting with Board members and the Finance and Endowment Committees to give Board members a better understanding of financial processes in the congregation.
4. Chalice purchase -Our chalice represents Unitarian Universalism. The matter of purchasing a new chalice will be taken up by the incoming Board.
Regular meeting adjourned at 8:45 p.m.
The Board reconvened in executive session thereafter to discuss the position of Office Administer. Members voted to honor our previous decision to open the search for Office Administer to the congregation in general.
Executive session adjourned at 9:25 p.m.
Respectfully submitted,
Sylvia J. Ansay, Clerk