Unitarian Universalist Congregation of the Palm Beaches
Minutes of Board Meeting
July 8, 2008

In attendance: Board Members: Larry Stauber, Barbara Hatzfeld, Trish Smyth, Sam Irwin, Suzanne Schluter, Nelson Enos, Judy Bonner, Bob Ashmore, Art O’Brien, Cay Cahalin
Absent: Mary Rubeiz

Referenced documents:
Agenda
June 10 Board meeting minutes
Treasurer’s report
Finance Committee 3-5 year projections
Dual Signature proposal
Communications task force report
Congregational record

Motions, Outcomes, and Discussion: Art read the opening words, sharing a story to illustrate how we all win when we work together.

Trish presented the minutes from the June 10, 2008 board meeting. Judy noted that Aimee Mangold, along with Judy, presented the Communications Task Force Report. Also, the wording in the paragraph concerning the Dual Signature proposal presented by the Endowment committee was reviewed and found to be accurate. Cay made a motion to accept the minutes as amended; Barb seconded. Motion passed unanimously.

Sam Irwin proposed that the first Council meeting after the summer take place on Sunday, September 7. The only item on the agenda will be the calendar. All committee chairs will be encouraged to submit their events for the year.

Larry initiated discussion about lessons learned/ideas collected at GA. One of the memorable conversations urged boards to let committees do their work.

Art presented the Treasurer’s report. He noted that it does not include information about the loan from the endowment fund. Also noted was that the insurance payment was an annual payment on one of a few policies. There were many questions and clarifications. Trish made a motion to accept the report; Bob seconded. 8 voted to accept; 1 opposed. Motion passed.

The Finance Committee presented their 3-5 year projections based on three difference scenarios of membership growth, and two different scenarios for endowment loan payback. Of particular note was the amount in each case that was available for salaries and Sunday services. A mistake was noticed in the number of pledge units calculated for one of the scenarios. Jim Callahan will check these numbers and recalculate, if necessary. These forecasts will be useful tool in our 3-5 year planning.

The finance committee re-presented a dual signature proposal that was introduced at the last board meeting. The proposal would require one signature from an authorized member of the endowment committee and one signature from an authorized board member on checks written from the permanent endowment fund. Concerns were raised because it is ultimately the board members who are legally liable in cases where checks need to written but aren’t. In general, members felt there was not a high probability that such a case would occur. Judy offered an amendment to the proposal, which only required that a signature from an endowment committee member be required when the amounts withdrawn from the endowment fund exceeded those approved by the congregation. Judy made a motion to accept the proposal as amended; Barb seconded. 8 voted for; 1 against. Motion passed as amended.

Barbara distributed copies of pages from a book, which outlined methods for choosing members for a long range planning committee (LRPC). She encouraged all board members to read them in preparation of reforming the long range planning committee with a core of around 3 people. The board agreed to review the pages and revisit the issue at a later date.

It was noted that the board needs to meet soon to discuss the LRPC, Stewardship, and visioning, among other issues. No date in August, however, could be agreed upon for a meeting.

The Communications Task Force report was revisited. One of the primary recommendations of the report was that a communications committee be formed to coordinate the many different forms of communication that are already taking place, as well as those that were identified by the task force as needed. In particular, the report concluded that a written newsletter is needed in addition to the eBeacon. Overall, the board was hesitant to form yet another committee, although it was stressed that the committee would not need to do all the work itself, but would instead coordinate much of the communication that already exists. Suzanne made a motion that we would like to create a communications team and will actively seek out a leader. Bob seconded. 6 voted for; 1 against; 2 abstained. Motion passed.

Larry redistributed the congregational profile, a key document in initiating our search for a minister. He has solicited assistance in the past, but has not received any feedback. The ministerial search team needs this document to be completed ASAP.

A board retreat was scheduled for Saturday, September 6, 2008 from 9-12.

Next board meeting will be September 9, 2008. Meeting was adjourned at 10:10 pm.

Trish Smyth
Clerk