UUP Board of Trustees Meeting

Tuesday, August 2, 2005
7:30-9:30 p.m. at David Hathaway's home

Minutes prepared by Nancy Blake

Present: Marlene Abel, Nancy Blake, KC Greaney, David Hathaway, Terilynn Bench.  Absent with notice: Karen Elliot

1. Infrastructure and Board Leadership - The new board members are in agreement that we will utilize a shared leadership model.

   President: David Hathaway. David will serve as the community contact person. He will handle issues with the UUA, PCD, and our facilities at the Petaluma Women's Club and the neighboring Christian Science Church. David will serve as supervisor to our administrative assistant, Adee Swanson.
   Action: David will contact the PCD office regarding the change of leadership for President's e-mail and correspondence.

   Board Chair: KC Greaney.  KC will set the agenda, send meeting reminders, and facilitate the board meetings.  KC will send agendas and approved minutes to the Board and the webmaster for publication.  Future agenda items should be sent to KC.

   Treasurer: Karen Elliot

   Liaison Responsibilities: each board member will contact the appropriate committee chair(s).  At each board meeting, we will hear committee/liaison reports.  Short reports may be made verbally, while longer statements or issues to be addressed should be prepared in writing for the board meeting. If board members will be absent, they should forward their reports to KC prior to the meeting.

   Stewardship: Karen Elliot
   Choir: Nancy Blake
   Religious Education: KC Greaney
   Membership/Hospitality: Terilynn Bench
   Worship Associates: Nancy Blake
   Social Justice: Marlene Abel
   Environmental Ministry: Marlene Abel
   Retreat Committee (seasonal): David Hathaway

   David Dodd's memo of responsibilities was discussed.

   The membership book will remain with David Dodd.
   Nancy will help the stewardship committee with pledge letters.
   Terilynn will be responsible for sending out new member letters.
   Terilynn will continue to handle publicity for the church.
   All board members, but especially the president will be meet and greet newcomers to the church.

   Action: Terilynn will get copies of employee contracts.
   Action: Marlene will request new nametags for board members.
   Action: KC will check on re-certification with the UUA.
   Action: Marlene will determine the number of delegates for which we will be eligible at next year's GA.
   Action: at the next board meeting, Terilynn will review the notes from the plenary session held in April of 2005.

2. Facilities. The issue regarding donation of an antique organ was handled by Terilynn through e-mail and is no longer an issue. A discussion was held regarding the phone situation. We will sever the physical phone line, converting the number to a voice mail system.
   Action: David H. will contact the Christian Science Church regarding the phone.
   Action: Terilynn will call the phone company.
   Action: David H. will contact the Petaluma Women's Club to reestablish our verbal agreements regarding facility usage and rules.
   Action: David H. will contact Adee to see if there are still tasks to be done regarding closing the office, and, if necessary, contact Greg Davis about removing the remainder of the office furniture.

3. Treasurer's Report/Finance. The board discussed the payroll error that was brought to our attention by Naomi Davis, who was listed as the contact person. Terilynn advised the board that choice #1, refunding the erroneous deductions back to the employees, was the simplest and best choice.
   Action: KC will contact Naomi and inform her of the board's decision to reimburse the employees.
   
   The issue of reimbursement for GA delegates'expenses was discussed. Prior to next year's GA, the board will develop a fair and open practice for prioritizing and approving expenses.
   
   
4. Choir update. Action: Nancy will talk with the worship associate committee about the protocol for choosing hymns. Nancy will check with the musician, David Dodd, regarding this issue and whether he needs additional support, in general.
   
   
5. Religious Education. Sharon is working with Laura Abel and Kirstie Twidale on starting the church youth group. Sharon's employee review is still pending. After the last board meeting, David H. asked Jamie Twidale for input from the RE teachers regarding Sharon's evaluation. It was decided that the evaluation would be presented in a closed session time slot prior to the regular board meeting due to employee confidentiality considerations. KC will be Sharon's board contact person.
   Action: KC will follow up with David Dodd regarding completing his evaluation commitments.
   Action: Terilynn will locate the employee contracts and work with David Dodd on the Religious Education Director's evaluation.
   Action: KC and David H will ask for input from Sharon and Adee regarding how they would like to report to the board.
   

   Religious Education was tabled, and will be a future agenda item.

6. Membership. The new set-up/bagel system seems to be going well except that Stacy seems to be doing more than her share of dishwashing. It was reported (by KC that we are allowed to use the dishwasher at the women's club, which will hopefully make cleanup easier.

   Regarding the proposed folk dance - UUP is in favor of moving forward with the community dance event, but we are not in a position to have any outgoing money. KC recalled that at the last dance event, UUP lost money. Note: Barabara Marlin-Coole recalls that we earned a little money - she might be right, it has been a long time - KC)

   Action: Marlene will follow up with Celeste and Barbara regarding the monetary and contract issues surrounding this event. If there are official negotiations that require a contract, the board must be involved, as the board is the legal authority for the congregation.
   Action: Terilynn will help with publicity.
   Action: Terilynn will talk to Christian B, regarding list distribution and e-mails, as this task could be moved to the membership committee if needed.
   
   
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8. Worship and Social Justice updates tabled.
   
   
9. Board meetings are open to visitors, unless confidential employee business is to be reviewed. Visitors are expected to observe the meeting, but not participate, unless they have formally requested agenda time by contacting the board chair one week in advance, and/OR, visitors may participate in a Public Forum that will be added to the end of the agenda for concerns that have not been previously addressed
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10. Because the first Monday of September is Labor Day, the next board meeting will be Tuesday Sept. 6, 2005, at KC's house, starting at 7:30.