PIEDMONT UNITARIAN UNIVERSALIST CHURCH BOARD OF TRUSTEES MEETING REPORT July 23, 2015 The Board of Trustees met on Thursday, July 23, 2015, at 6:30 p.m., in the Piedmont UU Church meeting house. Krissa Palmer, president, led the meeting. Members present included Sam Treadaway, Lee Carnes, Lucy Neel, and Ilene McFarland. Rev. Robin Tanner was present. Anne Laukaitis was present to substitute for secretary Carol Scales. Teresa Rowell was absent. A quorum was established. The meeting began with the lighting of the chalice and a reading by Rev. Robin. Krissa presented the meeting agenda. MOTION: to approve the agenda Motion: Sam 2 nd : Lucy. All approved. Motion passed. June Meeting Minutes: MOTION: to approve the June 18, 2015 Board meeting minutes Motion: Sam 2 nd : Ilene. All approved. Motion passed. Minister s Report: Rev. Robin submitted a written report, June State of the Ministry, electronically prior to the board meeting. This report accompanies the minutes. At the meeting she also shared information about her recent trip to Guatemala with Rev. Ann Marie Alderman and a team from two other churches. She was very pleased with Wakami Villages, the non-profit they were associated with during this visit. In addition to learning about how Wakami Villages operates, they participated in planting an organic garden and building a school bus stop. Rev. Robin attended the UUA General Assembly and received final ministerial fellowship. She also led a workshop at GA on multi-site ministry and has been asked to be a coach to other congregations on this topic. She will be in Boston from August 2 to 4 to learn how to be a coach to other congregations on multi-site ministry, which is now a UUA goal. Rev. Scott Taylor, a UUA consultant with expertise in this area, has offered to come to Charlotte and provide consultation. The Salisbury Gathering, Piedmont UU, and Lake Norman UU Fellowship are planning several ways their congregations could share resources, including religious education and Sunday services. There is interest in exploring other satellite gatherings. 1
Treasurer s Report: Lucy presented the Treasurer s report. This report accompanies the meeting report. Because of the success of the Church Yard Sale/Fair in June, (c. $6000) the church has ended the 2014-2015 fiscal year without a deficit. The rate of pledges collected for the 2014-2015 church year was 96%, a successful percentage. Sam s letter to the congregation, explaining the change from a fiscal year to a calendar year and urging members to turn in their six-month pledge had a positive effect in getting a better response to the canvass. The final pledge amount for July-December 2015 is $104,693. There is a $10,000 deficit currently in the budget for July-December 2015, but there are some promising developments to lower or erase that. The Jewish congregation has not renewed their lease and has returned to meet in Concord, a loss of $3000 in revenue. However, a liberal black church is interested in meeting on Sunday afternoon from 5 to 9 p.m. and would pay $75 a week. The $45,000 that will be received through the sale of land to the City of Charlotte for the sewer line has been designated for a future capital campaign fund. No contracts have been signed yet. Krissa, as the incoming board president will be responsible for that. The Goods and Services Auction will remain in a fall time slot and not be moved to the winter of 2016, because it is critical to church finances in the July-December 2015 period.. MOTION: to approve the Financial Report Motion: Sam 2 nd : Lee All approved. Motion passed. OTHER UPDATES/ REPORTS Setting of Date for Leadership Retreat The Leadership Retreat will be held on Saturday, August 29, from 10 to 12 p.m., ending with lunch. This will be a retreat for all leaders, including the board. ITEMS FOR DISCUSSION Policy Manual Draft Sam led a lengthy discussion of the various components of the Policy Manual Draft. He provided a graph that illustrates the assignment of responsibilities to the board and to the lead minister. Lead Minister o Music Director (Music Team) o Minister of Care and Education (Lifespan RE and Congregational Care) o Office Administrator (B&G, Communications, and Fellowship) o Worship Team o UU Connections 2
o Social Justice Team o Membership Team o Annual Commitment Time Committee o Salisbury Gathering Team Board of Trustees: o Healthy Congregations Committee o Human Resources Committee o Policy Committee o Strategic Planning Committee o Accountability Committee o Archival Records Committee o Finance Committee - Fundraising Committee Congregation o Board of Trustees o Lead Minister o Endowment Fund Committee o Committee on Leadership Development The policy manual drafts were taken from policies developed for Greensboro UU Church and will be amended as appropriate for Piedmont UU. Several board members who had had the opportunity to review the policy drafts gave Sam written comments and other board members plan to do so. Yard Sale/Festival Everyone agreed that the Yard Sale/Festival was very successful but also unsustainable because of the amount of time and effort it took from a very large number of members to raise $6000.. Lucy mentioned that no sale is planned for 2016. She also mentioned that Mary Nicholson is not willing to do it again and no one on her planning team is willing to take it on. The question was asked if members of that team might be willing to help plan the Goods and Services Auction. Kat Sweeney is the 2015 chair. It was suggested that the greater emphasis needs to be on the auction because it has the potential to raise $15,000 to $20,000, an amount the attic sale could not reach. Work needs to begin on the auction now. George Johnson has accepted the job of co-chair of fundraising. Doug Wall will help with the auction. Chalk Drawings Lucy mentioned that there have recently been a lot of chalk drawings outside, not just on the sidewalk but also on the walls. We are not sure who is responsible. Rev. Justin was not successful in getting the marks off the walls, although it washes off the sidewalk. Rev. Robin will talk to the Piedmont Progressive Preschool to find out if someone from one of their summer camps was responsible for the chalk drawings. 3
Stewardship Frank Martin has agreed to co-chair the canvass drive this fall. The church does not yet have a cochair. It is the board s responsibility to select a co-chair but did not have anyone in mind. Rev. Robin agreed to make some contacts and attempt to identify a second person, someone who knows the congregation well. Church Security: There was discussion again this month of church security. Four members will attend a Charlotte- Mecklenburg Police Department training for houses of worship. It will take place on July 29 from 9 a.m. to 1 p.m. Krissa, Jim Price, Robert Haffner and Karl Hesse will attend. Piedmont now has someone on duty in the hall during service and cameras have been installed outside the meeting house. Robin commented that she is aware that some churches have paid security personnel but that is not feasible for Piedmont UU. The attendees will be asked to share information with the congregation very soon after they attend this training. Everyone was reminded not to leave another member alone in either building in the evening after a meeting or event ends. Extending Thanks Krissa wrote a letter of thanks to Mary Nicholson in June for her work on the church yard sale/festival. At this meeting, members suggested that the board thank Bob Haffner, Karl Hesse, Jim Price, and Michael Demby for their work installing cameras and addressing church security. Krissa will be responsible for that. Highlights of July 23 Board Meeting Ø Leadership Retreat planned for August 29 Ø Church security has been enhanced by the installation of cameras Ø Positive cash flow 96% of pledges collected for 2014-2015. : MOTION to adjourn the meeting Motion made by Lucy. 2 nd : Lee. All approved. Motion passed. Next Board Meeting Thursday, August 20, 2015 6:30 p.m. Meeting House Respectfully submitted Anne Laukaitis (substituting for Carol Scales) 4
FINANCIAL HIGHLIGHTS July 23, 2015 Board Meeting For Month Ended June 30, 2015 Overview & Highlights: The full year cash flow for the 2014-15 fiscal year was $2,813 We collected an unprecedented 96% of the initial pledges though this may be overstated as a result of July- Dec extension pledges not being correctly identified/identifiable Year- end fundraising income was $7,518 (63%) over budget which is why we ended the year with a surplus The Bank of Commerce/HomeTrust Bank money market account has been liquidated Balance moved to primary checking at Wells Fargo (very low interest) Once sale of easement is complete opening a MMA account at Wells may be prudent The last installment of the Chalice Lighters grant, $5,200, is currently listed as a designated fund; this will roll into the 6 month extension budget for July Pledge Contributions YTD Pledges paid $206,384 96% In June $15,180 7% Cash Balance Checking Account $45,617 Bank of Commerce/HomeTrust MMA $0 Payroll Account $2,208 Undeposited Funds $0 Total Cash Balances $47,825 Less Designated Funds ($44,812) Operating Fund Amount: $3,013 Cash Flow Monthly Income $25,549 Monthly Expense $28,105 Monthly Cash Flow ($2,556) YTD Income $272,711 99% YTD Expense $269,898 98% YTD Cash Flow $2,813 5
Lead Minister s Report July 23 rd, 2015 To: Board of Trustees July State of the Ministry ADORE Team: Began movies in July, distributed Black Lives Matter pins, hosted BLM conversation, and publicized August book club. Administration: Marni Cummings sent grant summary, grant group will gather in late August, website mock- up created. Communications Committee: Met with Dave Brown regarding building new website, set goal for new website to be built by Sept. 1 st, followed by beta testing of website and researched new street sign. Will utilize Leadership group on Realm to educate on church communications. Congregational Care: Made two hospital visits, several home visits, 19 pastoral calls, and coordinated cards for several members and friends as well as a medical visit. Denominational Connections: Attended General Assembly, presented on multi- site ministry, obtained final fellowship. Membership & Fellowship: Welcomed 2 new members, held new member ceremony. Religious Education: Coordinated teacher training with Lake Norman UU Fellowship, began coordination with UUCC, and began summer religious education. Religious Services: Completed worship planning through December, brought in new preachers and created collaborative plan with LKN, Rev. Mary Frances and Salisbury Gathering. Salisbury Steering Com: Held meeting to consider changing service time to 10 am Sunday, participated in Pride Festival with outreach activity. Social Justice: Attended NC NAACP Healthcare meeting, continued Clergy Coalition meetings, traveled to Guatemala to learn of Wakami villages, met with Education Team to plan Education Partner Project, and members attended July 13 th rally in Winston- Salem on voting rights. 6