Thomas Jefferson Memorial Church
Unitarian Universalist
BOARD OF TRUSTEES MAY MEETING - DRAFT
May 10, 2012
Agenda
I. Opening (5 mins) Snacks (Don) Time Keeper and Process Review (Jen)
- Opening words (Ian)
- Check-in (optional)
- Acceptance of Agenda
- Public Comment
II. Reports (5 mins)
- President’s Report (Ian)
- Vice President’s Report (Jean)
- Treasurer’s Report (Doug)
- Minister’s Report (Erik)
- Board Liaison Reports (submitted in writing)
- Membership Report (submitted in writing)
III. Consent Agenda /Electronic Motions (1 min)
1. Formal approval of minutes of April 16th Board meeting
2. Change in Policy Manual Secretarial Duties to include posting of Board Agenda (Amy)
IV. Old Business (80 mins -approx. 7.20 pm - 8.40 pm)
1. Approval of minutes from Budget meetings on 4/23/12 and 4/30/12
2. Voting at GA and District meetings (Publication of 4/22 conversations) - 5 mins
(see attachment in reports)
3. May 20th Congregational Meeting Preparation (75 Mins)
Tentative Agenda:
Approval of Jan 19th Minutes - VOTE
Treasurer Report - REPORT
2012 -13 Budget - VOTE
Leadership Development Nominations - VOTE
Bylaws change adding DRE as membership book signing witness - VOTE
Voting at Congregational Meetings - REPORT
Term Limits/Finance Proposed By-Law Change Status - REPORT
Presidents Report - REPORT
Logistics
Role Playing - Potential issues
V. New Business (15 mins -to 8.55pm)
VI. Closing Activities - (5 mins - to 9.00pm)
1. Process Review (Jen)
2. Things to communicate (Amy)
3. Closing Words (Ian)
Attachments:
President’s Report
Vice President’s Report
Minister’s Report
Treasurer’s Report
Membership Report
Liaison Reports
Consent Agenda Items
2011-12 Board Goals
Upcoming Dates
May 13th - Congregational Conversation in preparation of May 20th
May 20th Congregational Meeting
June 4th Exec meeting
June 18th Board meeting - Opening/Closing Words -Amy; Snacks - Paul
Previous Agenda Items Awaiting Feedback (Requested date if known)
Consensus document on endowment funds - including Abrahamse music fund.
Approval of Molly Michie Contract (if completed) - is this for Admin Council?
Topics for Future Board meetings
Governance- formal review (June)
Database Group Report (Donna - June)
Long Range Planning Process (Ian - June)
Celebration of PV System Installation (Dan - June)
Suggested change of number of Social Action Collections (Dan - June)
Policy on Personnel Manual (Jen- June)
President’s Report
Vice President’s Report/Councils
It is a slow news month for councils. Last month I was able to lift up lots of successes for most of the councils. This month I have news from Social Action.
An important flash I have herd about is the “possible” leadership stabilization for the Social Action Council. If Sharon Baiocco can find someone to step into leadership for the Environmental Concerns Group, she will consider serving as assistant chair of SAC, if Kip will stay on as chair. She is somewhat optimistic and he is considering it and is likely to say “yes” if all the other ducks line up in the right row.
I will let you know the final result once I am told how all this rolling around turns out. Worse case scenario is that we end up back where we were three weeks ago. (Yipes, diplomacy is hard!!!)
That said, there is also solid good news for the Social Action Council this month as well. Here are a few quotes from the recent minutes of that assembly -
“The TJMC Social Action Council had a special meeting on April 10th to discuss what Social Justice means to congregants within TJMC and what the Council might do to help this vision come to fruition.
The consensus of those who participated in this “wonderfully spirited and productive” dialogue was that social justice is alive and well within TJMC but is largely dependent on a limited number of members who are pretty much “self selected”. We support both local and UUA sponsored international causes and have very significant collaboration with PACEM, IMPACT and the local food bank. Our vision is very synoptic and has no real milestones.
It was decided that we need to engage in further discussion of this topic, including a broader cross section of the congregation. Accordingly, it was decided to begin a short series of SAC meetings (one or two) that are outside of the administrative mainstream to address how TJMC might better accomplish its social justice mission. The first of these meetings will probably be held in June of this year and the entire congregation will be invited. An agenda will be published in the June newsletter.”
I am very encouraged by this council’s self-evaluation and thank both Kip Newland and Erik Wikstrom for helping to facilitate/frame the conversations.
Regards,
Jean Shepard
Minister’s Report
Treasurer’s Report
Attached are the spreadsheets in both Excel and Adobe Reader format for the April Financial Report.
At the end of April, 2012, after ten months, or 83.3% of the fiscal year, we have received total revenues of $498,086 or 87% of the amount budgeted for the year. This is about 3% higher than last year.
Current year pledge receipts now total $337,183 which is about 82% of the amount budgeted. However, it is about $5,600 lower than what was collected by this date last year.
In April we received $22,456 in current pledges, $1,110 in unpledged donations, $1,061 in plate cash, $2,306 in grocery scrip profit, and $1,832 in Community Outreach or Social Action collections. Total revenues received in April were $33,635.
After ten months our total expenses were $564,824 which is about 99% of budgeted expenses. It is also about 28% higher than expenses in the same ten month period last year. However, it should be understood that of the total amount of expenses, $88,408 represents the gross cost of the solar electric panels and the new roof. If the cost of the solar panels and new roof were excluded from current expenses, then our remaining current expenses would only amount to $476,416, which would be about 82% of our budgeted operating expenses.
In May we will record the receipt of $24,457 as a rebate against the cost of the solar panels. Thus, the net cost of the solar panels and the new roof will be $63,951 and will ultimately be taken from our reserve funds and not from our current operating budget.
One unusual expense in April was the payment of $2,646 for legal fees for the review last fall of our Personnel Policy Manual. Also, in April, $416 was spent on grounds maintenance including $175 for a weed whacker and $295 for mulch. As a result, for the year our grounds maintenance expenses now exceed the budgeted amount by $584.
In April our Controller moved $40,000 from our church money market account to our church checking account, in order to have sufficient funds available to pay our monthly bills. At the end of April, the money in our church bank accounts totaled $116,969 which represents a decrease of $36,350 from March and can be mainly explained by the $32,540 final payment on the solar panels. But to reiterate, we will be recording receipt of a check for $24,457 in May to pay for a substantial portion of the cost of the solar panels.
Respectfully submitted,
Doug Webbink, Treasurer (May 6, 2012)
Membership Report
TOTAL MEMBERSHIP as of March 31, 2012: 435 including 24 youth members
Add:
Pamela Garrett, April 1, 2012
Leslie Bielanski; April 8, 2012
Brian Bielanski, April 8, 2012
William Russo, April 28, 2012
Susan Russo, April 28, 2012
Carol Heiser, April 28, 2012
Drop:
None
TOTAL MEMBERSHIP as of April 30, 2012: 441 members including 24 youth members
Sally Taylor
Membership Tracker for Membership Committee
Liaison Reports
Personnel Committee:
Has not met this month yet (meets on May 15).
Social Action Council:
The TJMC Social Action Council had a special meeting on April 10th to discuss what Social Justice means to congregants within TJMC and what the Council might do to help this vision come to fruition. Erik Wikstrom, our minister, was in attendance and acted as our moderator.
Erik began by noting that the current TJMC Church vision states that we support programs that promote equity and end oppression. He also provided what he thought were the basis three models currently being used within UU churches for social action:
- (#1) the church budget includes funding for social action outreach (usually 10% or more of the total budget) and the congregation then votes on how these funds will be used.
- (#2) the SAC validates outside social justice requests supported by a specified number of congregants and then has special collections at set intervals to support these requests.
- (#3) the church decides upon a limited number of outreach projects that require congregational effort (i.e. labor) that goes beyond the model of only collecting funds.
A very spirited and productive discussion ensued. It was pretty much agreed that it would be difficult to fault the existing vision but it was also agreed that the vision lacked any statement that required specific commitments be they monetary or sweat equity. There was also a fairly broad consensus that TJMC currently embraces model number two with a slight variation borrowed from model three. That is, we have twelve scheduled collections yearly that are selected from applications submitted by congregants on behalf of outside causes based upon criteria established by the SAC and approved within the church by-laws. A few of these efforts also include significant congregational labor commitments as well but none are specifically voted upon or approved by the entire congregation. (IMPACT is an exception to this entire process since a past minister requested and received an annual monetary commitment to this effort that comes directly from the church budget.)
A number of themes surfaced during our dialogue. One of them is what a social justice vision should be. Concern was expressed that TJMC is very good at creating visions writ large but not very good when it comes to their implementation should they require significant or extended time commitments. A real fear expressed by participants was that many of TJMC’s social justice efforts are supported by only a few members that have been engaged for long periods of time. We do not seem to do well at succession planning nor are we very successful in engaging new members in these endeavors.
Another problem that was raised involved how our social justice efforts are brought to the attention of the congregation and whether they are, in fact, really supported by the majority of our members.
It was also pointed out that outside individuals are allocated time at one service each month to describe their charity’s efforts on behalf of the larger outside community prior to a collection on their behalf, but that no time is routinely set aside to talk about social justice efforts internal to the church that are not included in the twelve monthly collections. One person even asked, “why not have someone talk for a minute or two each Sunday on social justice in lieu of having board members make announcements?”
Self assessment was also brought up as being a real problem. It was observed that once something is begun it rarely stops unless those who began it lose interest. SAC does evaluate whether a proposed charity is legitimate and has valid goals but there is no mechanism that decides whether the money collected or the labor provided has had any real success in ameliorating the societal ills that were targeted. There is also no mechanism that enable the SAC to get an idea of whether the majority of TJMC members actually support ongoing or proposed efforts and collections.
Inclusion was also discussed. That is, who is really involved in social justice within TJMC? There is a brochure that delineates who is on the SAC and what they are doing but it says nothing about the vision of the council nor does it solicit ideas about new initiatives. Some thought that this might actually discourage new members from joining since there is an inference that only those interested in ongoing efforts were welcome. The question was also raised as to whether uninvolved current church members are ever encouraged to bring their ideas and talents to the table? One person even suggested that we might have a TIME pledge drive in the fall similar to our money pledge drive in the spring. Testimonials similar to the monetary pledge drive could even be given from the pulpit.
The consensus of those who participated in this dialogue was that social justice is alive and well within TJMC but is largely dependent on a limited number of members who are pretty much “self selected”. We support both local and UUA sponsored international causes and have very significant collaboration with PACEM, IMPACT and the local food bank. Our vision is very synoptic and has no real milestones.
It was decided that we need to engage in further discussion of this topic, including a broader cross section of the congregation. Accordingly, it was decided to begin a short series of SAC meetings (one or two) that are outside of the administrative mainstream to address how TJMC might better accomplish its social justice mission. The first of these meetings will probably be held in June of this year and the entire congregation will be invited. An agenda will be published in the June newsletter.
It was also agreed that the SAC will begin its fall program in September with an all church pot luck celebration to both thank those who are currently active in this important work and to also report their successes to the rest of the church congregants.
All in all, a wonderfully spirited and productive meeting.
Submitted by Kip Newland to George Jones
Community Life Council (April 24):
This was Betty Warner’s last council meet as chair.
She was thanked profusely for her efforts to elevate and build solidarity of the Council
A discussion regarding the various line items for childcare (for example, childcare for New Member Orientations) ensued, with the ultimate outcome that Christine and Betty Warner were charged to draft a letter to Leia Durland-Jones, Director of RE, requesting her thoughts and guidance on centralizing the budget for childcare expenses associated with church meetings. Specifically, the Council members noted that the church needs to support and encourage parents with young children to its activities, that standards regarding childcare providers need to be upheld by all, and that the church needs to address childcare issues holistically, which might allow for differing approaches to childcare (ie more inclusion of children in the program, more use of volunteers, contract sitters, etc).
Bylaws change scheduled for the May Congregational vote, Sally agreed to talk with Donna and, as appropriate, move the bylaws change from the floor to explain it.
The Uuppitties are effectively handling memorial services and are working collaboratively to execute the Elder Dinner. Potlucks following the Sunday services were discontinued several years ago due to space considerations.
Regarding maintaining a paper history trail, it was noted that documents are NOT being archived currently and that the digital copies will be erased as space is needed. Hopefully, new staff positions may be helpful in establishing some history. Christine commented that it is the stories that matter the most in the long term; Carol pointed out that an indexing system for the archives might be the most important task to ensure their use.
Marlene was elected by proclamation to chair the Community Life Council next year.
Betty Warner’s minutes, edited and submitted by Dan Grogan.
Policy about GA & SED AM Delegates
Background:
Following both services on Sunday, April 22nd, representatives of the Board offered a well-advertised opportunity for congregational conversation about how TJMC might appoint delegates for General Assembly and for SE District Annual Meetings. TWO church members showed up. As discussion progressed it became apparent that the opinions of these two individuals were sometimes on opposite sides of the topic.
Outcome: It is suggested that a very generic policy be adopted as a “place-marker” in the TJMC-UU Policy Manual. Several conditions influence this recommendation:
1. Until there is deeper conversation among a much larger number of church members, it is impossible to write a detailed policy which accurately reflects the consensus of the congregation about the application process, delegate responsibilities, financial assistance, and stipulations about voting requirements.
2. This is the first year that the UUA and SED have begun to consider electronic participation and voting at meetings. As this opportunity evolves, the appointment of delegates may also need to evolve. Thus, any policy adopted in 2012 will possibly need amendment in the not-too-distant future anyway. Therefore, ….
MOTION — It is moved that the Board of Trustees adopt the following policy:
I. Organizational Structure
A. Board Responsibilities
1-4 (existing)
5. Delegates to UUA General Assembly and Southeast District Annual Meetings —
The Board of Trustees shall recruit and select the official TJMC-UU delegates for the UUA General Assembly and the Southeast District Annual Meeting using
the following guidelines and procedures.
a. Delegates shall be active members of Thomas Jefferson Memorial Church.
b. Any member seeking appointment to TJMC-UU delegate status must speak
directly to a member of the Executive Committee of the Board or must send a
letter to the Board President expressing interest and qualifications.
c. Delegates shall be appointed/approved by the full Board of Trustees.
d. The number of delegate appointments shall be based on the membership
total reported at the January meeting of the Board and on the rationing
formula required by the UUA and SE District.
e. Delegates shall be responsible to inform themselves about the agenda
items prior to voting.
f. Should input from the congregation be beneficial to the representation of the
church members (example: election of a new UUA President), the TJMC
delegates shall attend any formal congregational conversation(s) in order to
become informed of the general preference of the group.
Respectfully submitted,
Donna Baker and Jean Shepard
Consent Agenda Items
An addition to POLICY I.B.1.f:
- The Secretary shall make the agenda of the Board meeting public when the Board Packet is distributed.
Rationale: This is meant to make the business of the Board more transparent. When the agenda is public, members of the congregation can make an informed decision about whether they wish to attend the meeting.
TJMC - UU Board Goals 2011-2012
In addition to performing the standard duties as described by Article V.4 of the bylaws, the Board working in conjunction with existing councils, committees and staff, will lead where necessary, and support when appropriate the following goals for the year 2011-2012:
Continued from 2010-2011
1. Define a common mission for the TJMC-UU congregation by May 2012.
2. Complete a 6 - Year Buildings and Grounds Plan for approval by the congregation by May 2012.
3. Continue to support efforts to enhance the effectiveness and transparency of church governance and leadership development processes.
4. Continue to support the development and introduction of a robust stewardship program that significantly enhances the financial and non-financial vitality of the church and its congregation.
New for 2011-12
5. Complete a review of current and future staffing needs. Specifically hire a permanent DOM and new Controller.
Key specific actions for each include:
1. Mission
- Review current and past activities as part of September 10th “Cultivating Connections” conference to determine common themes.
- Co-Sponsor with LD an all-church conference “Cultivating Connections” on Sept. 10th, 2011 aimed at strengthening connections and encouraging participation in leadership positions.
- Provide opportunities for the congregation to give feedback on the written mission statement towards further clarification. (ex: online blog, hallway bulletin board, congregational conversation)
- Develop a task force (of 3-5 people) to gather information towards writing a mission statement (as a reflection of the themes found).
- Vote on the mission as reflected in the mission statement at the May 2012 congregational meeting.
- The Board will continue to hold the longer/larger range vision andto keep the mission front and center.
2. Buildings and Grounds Plan
- Complete feedback from Councils/Committees/Staff on current study by October 2011
- Develop congregational survey for completion prior to end 2011
- Review feedback and present findings at May 2012 Congregational Meeting.
- Complete short term projects identified within current study.
3. Governance and Leadership
- Integrate approved congregational covenant into the fabric of congregational life.
- Through the Councils, complete the update of our By-Laws, Policies and Procedures for approval at the May 2012 congregational meeting.
- Complete a formal evaluation of the Council system as part of an overall review of the current organizational structure as begun in 2009-10 and with the objective of clarifying the roles of various groups and activities.
- Eliminate groups and activities for which there isn’t congregational energy as shown through involvement (with the exception of governance as required).
- Train and support leaders of groups (including the Board).
- Develop a leadership succession plan.
- Continue steps to strengthen Board visibility and accessibility to the congregation:
- Post photographs of the Board on the bulletin board.
- Board representation at each Sunday Service
- Board wears special nametags.
- Board members host “open conversations” in sanctuary between services
- “Public Comment” will remain on the agenda of monthly Board meetings.
- Board members serve as liaisons to the councils and other selected committees or task forces.
- Post the Diagram of Church Governance on the bulletin board in the main hallway.
- Post the minutes for the four or more Council Chairs meetings on the bulletin board.
- Continue monthly VP reports to the Board.
- Each Council Chair, except LFD, will write an article for the Monthly bulletin.
- RE Director will continue monthly articles on Lifespan Faith Development program.
- Strengthen the Board members’ cohesiveness and working relationships, including the holding of quarterly social gatherings - Aug; Nov; Feb; June
- Better utilize the new church data base -Create a task force to:
- Define the needs of the various councils, committees, staff and the Board.
- Increase understanding of the data base capabilities.
- Determine responsibilities for data input, data sorting, data printing.
- Determine a process for making data requests.
4. Stewardship
- Support the work of the Stewardship Committee and their recommendations to the Board
- Appoint co-chairs for the 2012-2013 Canvass by October, 2011 and develop a “Stewardship Campaign” that will achieve financial goals.
- Increase by 10% the number of members who make a contribution of record each year, and increase overall pledge amount by 5% versus 2011.
- Vote on policy to limit the holding of a chair of a committee or council to 3 or 4 years.
- Support the efforts of the Community Life Council and the Stewardship Committee in their efforts to strengthen engagement in congregational life by a greater percentage of our members:
5. Staffing
- Complete 3 - phase process to hire a permanent DOM by May, 2012.
- Complete review of Bookkeeping and General Accounting needs prior to hiring new Controller.
- Complete review of current and future staffing needs by May 2012, and including recommendation on outsourcing and volunteer responsibilities versus those of staff.