Attending:
Mark Bendure, Administration & HumanResources Trustee
Colleen Dolan-Greene, Moderator
Earl Harvey, Chair, Buildings & Grounds
Rev. Larry Hutchison, Minister
Bob Lauer, Treasurer
Carolyn Ludwig, Religious Education Trustee
Howard Malzberg, Guest
Kathy Rock, Worship Trustee
Lynda Smith, Immediate Past Moderator
Kathe Stevens, Secretary
Janet Thompson, Building & Grounds Trustee
Charles Williams, Guest
Gwen Winston, Development Trustee
At 7:00 P.M., Moderator Colleen Dolan-Greene opened the meeting by observing centering time, readinga quote by Dr. Martin Luther King, Jr.
APPROVAL OF MINUTES: After review, it was MOVED to approve the minutes from the June 9,2003 meeting, corrected to show Janet Thompson in attendance [J.Thompson/G.Winston];CARRIED.
NEW BUSINESS: Describing Volunteer Roles/Transitioning Board Liaison Roles:
It was agreed that each Committee will prepare written descriptions for its members and assemble them in a. Make notebook. Sally Borden researched different positions with general description but there were no details of tasks. It was suggested that detailed descriptions be prepared, and a notebook prepared. Each committee will keep a copy and a copy will be kept in the Church office; new members will get a copy of the notebook.
OLD BUSINESS: Earl Harvey reported that he met with Mortz Bros. to discuss what was found when the boiler was torn down. Mortz waived $2,000 to tear down the boiler. Earl has a time schedule for boiler repairs. Greg Mortz is preparing an operating manual which will identify parts, manufacturers, money-saving tips, among other things. Mortz needs a check for $10,000 immediately, and $15,000 in September, the balance must be paid by September 25. Treasurer Bob Lauer will write a check for$10,000 out of pledge funds to get Mortz started. There may be some additional short term savings because some of the work, valves and controls, doesn't need to be done immediately: There is $37,000 inpledges; $12,000 already paid. After discussion, it was MOVED that an attempt be made to accelerate the boiler pledge process and at the same time go to the Trust and see if it could commit $25,000 but if necessary try to get a commitment to make up what's needed that we can'tget from accelerated pledges [M.Bendure/L.Smith]; CARRIED. Gwen Winston has identified a potential funder and will write a grant. Earl will turn over previous capital campaign funds to Treasurer Bob Lauer and close the Merrill Lynch account.
Earl also reported on roof repairs:. The original quote was $4,000. It was $2,500 to raise the fascia and seal it back up, the wood would not be fixed. The tin plate will stay in place, it is covering dry rot. To fix the dry rot, the tin plate will have to be pulled down and it can't be replaced. The window should be back in by the first service of the year.
TREASURER'S REPORT:
Bob Lauer summarized Revenue and Expense FYTD 6/30/03. The Church year ended with a shortfallof $9,598. Income was just under $224,000. Bob summarized Balance Sheet FYTD 6/30/03 and Prior YearEnd, Revenue and Expense with Closing Entries FY End 6/30/03, Balance Sheet final at 6/30/03 and prior yearend, Use of Trust Loan Proceeds 6/17/03, Revenue and Expense FYTD 6/31/03, Balance Sheet final at 7/31/03and prior year end; and Special Purpose Funds: Celebration Funds as of 7/31/03.
We received a $3,500 check from Chalicelighters for the sign.
Mark Bendure will call Sledge (our broker) to work out insurance problems regarding the need for an alarm system. We can add three alarms at $75 each. John Strauther has a declaration sheet which wil lhelp determine what coverage we need.
MINISTER'S REPORT:
The Veatch grant this year is $27,000. Larry described the programs we used the money for last year. Betty Huster wrote a $3,000 grant for UU Community Place to fix the computer room, part will be used to widen the door from McCollester to accommodate wheelchairs and also finish up room off McCollester. We have two new renters, Triangle Group (Muslims/Arabs/SEAsians discrimination) and Gwen Winston, which means Religious Education will have one less room next year.
MODERATOR'S REPORT:
Approval of November Holiday Sale: The Board approved Margaret Beck?s request for a specialholiday sale, which will comprise the best from her garage sale efforts and also artists.
Search for New DRE: Interviews were held last week. Reference are being checked and should be sorted out within the next few days.
Strategic Planning Report: In Jim Harvey's absence, Colleen distributed Status Report on StrategicPlanning Committee 8/11/03.
Helen Chickagian Riebling Bequest: The Church will get a portion of Helen?s estate when it is settled. A memorial service is scheduled for September 14th after services.
OTHER TRUSTEE BUSINESS:
Worship Trustee Report was distributed, Gwen advised that she sent a package of news releases for each Sunday to newspapers so they have full schedule.
Organizational Chart 2003-2004 was distributed. There was a discussion on the responsibilities of the Development Committee. Jan Thompson will help acquire information. Kathe Stevens will look for an old copy of Development Committee policy.
After discussion, it was MOVED that a Board resolution be implemented thanking Margaret Beck for her special, diligent efforts as Development Trustee [M.Bendure/G.Winston]; CARRIED. Kathe will make a plaque to be presented at the first Sunday service.
It was suggested that a directory of committees and meeting times be placed in the newsletter every six months. By the October meeting each trustee should prepare a list of its membership, meeting times and places, and provide a copy to the Church office, Rev. Hutchison, and Colleen. Sally Borden has gathered policies and procedures up to 1994; Lynda will provide Gwen with a copy.
ADJOURN: The meeting adjourned at 8:55 PM.
Respectfully submitted,
Kathe Stevens, Secretary