Board Meeting – October 20th 2008

In attendance: Anne Turner, Eric Uhl, Jenn McAdoo, Will Truesdale, Roger Comstock, Marge Titcomb, Jeff O’Brien, Rev. Jennifer Emrich, Jane Cleaves, Judy Cormier,

Absent: David Kennedy, Deb Rice

RevJE: Revisiting the retreat…mission statement. Eric and Judy volunteered to co-chair the committee with the first steps to contact the UUA for assistance and to recruit people from the general congregation. Roger recommended starting with Mary Higgins at district HQ. To find a third or fourth member for the committee, David, Deb, and former presidents will be contacted.

Marge: Governance Structure (see handout) – committees that have to exist per bylaws, “Board” Committees, are ministry, endowment, personnel, nominating,

Non-Program committees – B&G (Grounds, Building, Aesthetics), Money (Finance, Fundraising, Canvass), Community (Denominational Affairs which overlaps with Faith in Action, Leadership Development, Hospitality/Welcoming)

Discussion Thread:

clarification about B&G, questions about putting in another level of (middle) management, liaisons could serve as this middle management, decision making for liaisons, who is steering the ship?, council of chairs – liaisons could coordinate a quarterly meeting with the chairs of the committees, not a lot of overlap between the committees and not really necessary to meet, we have room for more than three liaisons, why only three, wouldn’t it be better to have more board representation?, committees do have a lot of overlap and do need to be coordinated, liaisons need to make sure they share common vision, likes the split of Buildings and Grounds into Buildings, Grounds, and Aesthetics, might be easier to get help (people interested in gardening for example)

Liaison communication (one year or two year job), can we keep the consistency that is needed, would like to see nominating in with Leadership development, communication will run across the lines and around the circle, is there a written structure or guidelines or “best practices” for each section, term limits and support for committees chairs, publish both circles at midyear meeting

Action Items:

Protocol for making decisions: Thumbs vs. Formal Vote

Marge Proposes to use thumbs during discussions to see if we need to continue the discussion but we need a formal vote to make any decisions.

Anne moves that we accept the new protocol for decision making as outlined in the president’s report. Judy seconds. Discussion Thread – consensus vs. majority

Vote all in favor

Miracle Sunday – we need snacks, green spirit will do coffee, Anne Turner will coordinate set up and baking and Deb Rice will coordinate clean-up, RevJE recommends that we write a buugle item saying please come to miracle Sunday even if you can’t write the big check, we want 100% participation, people should feel free give what they can, Marge will write the buugle item

Torture Banner – Motion to accept the plan for the balance of this year except for the fact that hanging the banner in June will be considered by the board closer to June.

Unanimous

Discussion Thread: worries about putting the banner up again every June, we will have our guidelines in place by June, we can approve their plan but be clear that once our guidelines are in place, those guidelines will be followed. Rev Kilmer may be coming on January 25th.

Denominational affairs needs $$ a loan for materials etc - that’s fine

Liaisons – Roger is willing to continue as Financial Liaison, Will would like to talk about continuing as B&G, are we ready for the Community Liaison? Consensus is that we need more work on this area before we talk about a Liaison.

Snow removal – plowing should be by the season not by the storm so we know how to budget it. Shoveling…snow angels by the day instead of the week…Marge will write a plea for the buugle

Holiday Fair – Eva cannot do it this year. The leadership work will be spread among several of the experienced fair folks. For 2009, a new chair should be recruited.

Executive Committee on disruptive behavior…should we include information about where disgruntled people can go…should the language be stronger about expecting disruptive behavior to stop…send revision suggestions to Marge…what is wrong with our structure that allows this behavior, traditionally we are silos not fence posts…people here do not want to be held to policy…people want to be individuals…

Respectfully submitted,

Jeff O'Brien, Clerk