First Universalist Church of Yarmouth, Maine

Meeting of the Board of Trustees

January 22, 2008      6:30 – 8:30 PM 

Board Members Attending: Eric Uhl, Anne Turner, Will Truesdale, Barbara Trentacosta, Marge Titcomb, Sue Myers, Jane Makela, Diana Levin, Rev. Jennifer Emrich, Jane Cleaves, Jenn McAdoo.     

Also attending: David Kolb and Dick Woodbury.

Absent: Jeff O’Brien and Roger Comstock.

The Meeting was convened with a reading by Reverend Jennifer.

Reports:

• The meeting began with a request for Board members to encourage usher and coffee hour signups during announcements. The message is: “a few opportunities remain”. It was suggested and agreed that Board members would take responsibility for ensuring those positions are filled: In February, Eric will find ushers and Diana will get coffee hour covered; in March, Sue will find ushers and Barbara will get coffee hour covered.
• Minister’s Report: See the Visioning and Planning section by Reverend Jennifer.
• DRE Report:  Jenn submitted highlights that will continue through February as she will be in Guatemala for the next Board meeting. She worked with the RE Council on budget planning and curriculum development; work on the Mission Trip Handbook continues, as does her work toward her RE credential; Jenn will be coordinating the RE Week at Ferry Beach in July; final arrangements for departure for Guatemala are coming together.
• Treasurer’s Report: Roger submitted his report. In his absence, there was no discussion.
• Building & Grounds Committee: Pete has gotten the discounted fuel oil rate [which we have had from Irving Oil for the church] extended to the parsonage. Furnace fuel line problems were solved. The sanctuary light bulb was changed. Ralph Manglass and Al Wheeler have joined Will and Pete on the B&G Committee; Elizabeth Chapman agreed to head up the “Aesthetics Committee”. Will T. is going to ask Elizabeth how many other people she needs on that committee. One more person will be added to the B&G Committee.
• Welcoming Committee: Diana reported on the Jan. 8 meeting of this committee. Topics included the need for additional visitor cards, as well as color-coding nametags to further identify newcomers; they discussed offering parents bags with drawing paper and pencils to be used during worship services; Jennifer suggested mailing newcomers a letter mentioning events of interest; the newcomer process is being finalized. Newcomer Gatherings will be held on March 11 and March 18.
• Steeple Committee: Jane M. reported that the amount to be raised is now just $26,500. Although this is impressive, she noted that 15% of the current pledging members have still not donated any amount to the steeple; she emphasized that donations have ranged from $10 to $10,000, so cash-on-hand should not be the reason folks are not donating. Upcoming fundraisers include Rudy G’s benefit band performance (probably the 2nd weekend in March] and Kate Connolly’s one-woman play about Emily Dickinson. Regarding the preservation work itself, the copper work is in progress. Aaron Sturgis reports the workers will be back on site during the winter. The spire could go up as early as late April.
• Welcoming Congregation: Jeff reported that the committee sees the need for more workshops and programs to fulfill the UUA’s guidelines. Upcoming events include workshops on Jan. 20 and Feb. 11; films on Jan 30, Feb. 11 and Feb. 27; Jennifer’s sermon on “Welcoming” Feb. 10. Senior youth are surveying friends re: the homophobic mood at high schools.
• RE Council Report: Jeff reports that the Council will be requesting an increase in this year’s budget; this increase is connected to mission work with our youth and expanded programming needs.
• Faith in Action Team (FIAT): Anne announced that a flyer related to Faith-in-Action will be ready by the mid-year meeting. Debe Overhaug will present at that meeting.

Visioning and Planning:

At this point, six months into Rev. Jennifer’s ministry here, Jennifer related subjects that have come up with the Committee on Ministry. She asks: How does the new minister get to know the new church, especially with so many new people? Possible routes are reviving Circle Suppers or Lunches and interacting via more adult ed opportunities.

A discernment process was never put in place: Who does what? What should a minister’s report to the Board include? What are the roles of the minister and the Board?

Board members mentioned that highlighting “big picture” problems in the church would be relevant information for the Board and blending the Committee on Ministry’s work into the minister’s report.

The need for a structure of governance was mentioned—defining the ministry shared by minister and Board. The Board members will read The In-Between Church for further discussion; copies to share were distributed.

Action Items:

• After Jane M. introduced Laurel Hallman, the Board agreed that First Universalist would support the effort to get Laurel’s name on the ballot for the UUA presidential candidacy.

• The Board reviewed the draft agenda for the upcoming mid-year congregational meeting (January 27.) It was agreed that, in future, the Board should take responsibility for setting the meeting on a date that Rev. Jennifer can attend.

• Marge handed out a preliminary calendar for this year’s canvass. The Canvass Team Leaders include Roger, Jane C, Marge, Sarah, Jane M, Phil, Brent and Dick W. The theme is “Let it Grow”. “Stewardship moments” will happen every Sunday after announcements. The Community Dinner will be held on March 1 and Celebration Sunday, with guest speaker Laurel Hallman, will be on March 16.

• The Canvass will emphasize “education, exploration and growth in faith. No specific budget goals will be targeted; nevertheless, Canvass Leaders note that there are significant increases in this year’s budget. Canvass information sessions are scheduled for Feb. 24 and a date TBA in March.

• The number of current members is 186; that is the number of people who gave money to the church in the past 3 years. This number is the one which we report to the UUA [due February 1]. That 186 figure does not include the 60 children who are in the church or the 100 “friends” of the congregation.

• Items which are outstanding, needing to be done:
• Building & Grounds is organizing clean-up parties on Feb. 16 and Feb. 23.
• Roger will lead a discussion on governance and church size at February’s Board meeting.
• Jennifer will set up a meeting with those interested in leadership development.
• Marge is in the process of contacting other congregations regarding their process of developing a mission statement.
• Funds for a new sound system have been confirmed; installation is upcoming.
• Awards for outstanding church members will be announced during worship on Feb. 3.
• Board members are encouraged to attend the newly reorganized District Meeting (NH/VT/ME] on Friday and Saturday, April 11 and 12 in Durham.

The next Board Meeting will be Tuesday February 26 at 6:30pm.

[Agenda Planning Meeting, 6:30pm, Tuesday February 19]

Looking ahead: The Board Meeting in March will be on Tuesday, March 25, 6:30pm (The Agenda Planning in March will be on Tuesday, March 18, at 6:30pm)

The Annual Congregational Meeting will be held on Sunday, June 1, 2008.

Respectfully submitted,

Barbara Trentacosta,

Clerk