November 18th, 2008

Fall 2008 First Unitarian Universalist Congregational Meeting Invitation

Dear Church Members,

You are invited to attend our Fall Congregational Meeting this coming December the 14th at 1:30pm directly following a lunch that is being served by our FUUCA Teens as a fundraiser from 12:30pm to 1:15pm for a moderate donation. Childcare reservations can be made by contacting childcare@austinuu.com, or calling the church at 452-6168.

You have received this invitation because you are listed as being a voting member of our church:

?According to ARTICLE IV, Section 2 of the Bylaws of the First Unitarian Universalist Church of Austin:
Individuals who have been members of the church for thirty days or more and who have (as an individual or part of a family unit) made a recorded financial contribution during the last eighteen months, have the right to vote at all official church meetings.”

Any questions regarding voting status may be directed to the Treasurer, Luther Elmore. He can be contacted by email at: lelmore@austincc.edu .  Any FUUCA member who has not contributed a financial donation is an associate member and is welcome to attend but would be unable to vote.

In accordance with Article VII, Section 6 of the bylaws, notice of the time and place of the meeting is being mailed to members and posted on the church bulletin board at least twenty days prior to the meeting day.
We?d love to hear your ideas, views, questions and concerns at our upcoming congregational meeting.

Enclosed within this mailing are the following documents for review:
1. The Dec. 14th Fall Congregational Meeting Agenda.
2. Proposed changes/updating to the bylaws that will be discussed and voted on at our meeting.
3. Proposed 2009 FUUCA budget that will be discussed and voted on at our meeting.

These documents can also be accessed on-line from our church website www.austinuu.org. The Board Meeting minutes, the Fall All Council Meeting Minutes, and the reports listed on the enclosed agenda will all be able to be accessed after December 2nd from the church website.

If you have any questions about the contents of this mailing, please call me at 683 3431 or email shannonvyff@yahoo.com.

We look forward to seeing you at the Fall Congregational Meeting.

Sincerely,

Shannon Vyff

Secretary FUUCA ?08/?09 Board of Trustees

First Unitarian Universalist Church of Austin
Congregational Meeting Minutes
May 6, 2007

The Spring Congregational meeting was held on May 6, 2007. The meeting was duly posted with notices sent in the newsletter and by mail to all members of the congregation, all in accordance with the bylaws. A quorum was present.

President Don Smith called the meeting to order at 1:32 p.m. Smith lit the chalice and provided opening words. He introduced members of the Board of Trustees, and timekeeper Gary Bennett.

Adoption of Congregational Rules

Don Smith presented the Congregational meeting Rules of Procedure. Upon a motion duly made by Sam Roberts, seconded and passed as follows:

RESOLVED, that the congregational rules are adopted as presented. (Exhibit A)

Minutes

President Don Smith presented the minutes of the December 3, 2006 congregational meeting. Upon a duly made motion by Sam Roberts and seconded and the minutes were approved. (Exhibit B)

President Don Smith presented the minutes of the May 6, 2007 congregational meeting. Upon a duly made motion by Bill Reid and seconded and the minutes were approved. (Exhibit C)

Reports

President Don Smith asked if there were any questions on the reports. There were none.

President?s Report is attached as (Exhibit D).

Interim Preacher?s Report is attached as (Exhibit E).

Acting Director of Religious Education Report is attached as (Exhibit F).

Treasurer?s Report is attached as (Exhibit G).

Business

FAMP

Henry Hug presented proposed changes to the Financial Asset Management Policy. The changes clarify distributions from the Memorial/Endowment Fund. This document must be presented and approved at two consecutive congregational meetings prior to implementation.

A motion was duly made by Finance Committee Chair, Henry Hug to approve the proposed changes to the FAMP (2nd vote). The motion passed. (Exhibit H)

Nominating Committee Recommendation

President Don Smith introduced the officers, trustees and Nominating Committee member recommended by the Nominating Committee. (Exhibit I)

President Mark Kilpatrick
Vice-President Sheila Gladstone
Secretary Beverly Donoghue
Treasurer Mary Jane Ford
Trustee 2007-2008 Cindy Raab
Trustee 2007-2010 Derek Howard
Trustee 2007-2008 Nancy Groblewski
Nominating Committee Jean Davison

Upon a motion duly made by Becky Moon, seconded and passed as follows:

RESOLVED, that the slate is approved as presented.

Bylaw Amendment

President Don Smith presented the proposed Bylaw amendment.

The six-year limitation for serving on the Board of Trustees, contained in the Constitution and Bylaws, Article VI, Section 3: Vacancies and Term Limits, applies only to the time spent serving on elected, full terms as officer or other Board member. Time spent finishing out another individual?s uncompleted term does not count toward the six-year limit.

Upon a motion duly made by Ed Nichols, seconded and passed as follows:

RESOLVED, that the Bylaw amendment is approved as presented.

Questions and Concerns

Issues presented include:

• Ron Turner requested that Cindy Raab?s term as a trustee recorded as 2007-2010. She has agreed to serve for one year however the term is for three years.
• Henry Hug objected to the Treasurer’s use of the term “Board Discretionary” to describe the Long Range Fund.  He said the fund is to be used for long-range projects and seed money for a capital fund campaign. Treasurer Mary Jane Ford explained the word “discretionary” indicates that the Board of Trustees may use money from the fund if necessary without a congregational vote.
• Ron Turner said that the church board is not allowed to spend over $10,000 in a year in excess of the annual budget for any purpose, from any fund without a congregational vote.  Mary Jane Ford explained that the church policies and Bylaws are not clear on this issue and should be reviewed and revised for consistency.
• Margaret Roberts thanked President Don Smith for his service on the Board of Trustees.
• Barbara Denney thanked Margaret Roberts and Cindy Raab for all their work on the Sparkle Plenty Fundraiser.
• Vice President Nancy Groblewski announced the volunteer recognition party she will host at the church on May 20^th.

These minutes are not official until approved at the December 2007 Congregational Meeting

Exhibits

The reports listed as exhibits to these minutes are currently available in the church office during normal business hours.

First Unitarian Universalist Church of Austin
Special Congregational Meeting
February 25, 2007

A special congregational meeting was held on February 25, 2007. The meeting was duly posted with notices sent in the newsletter and by mail to all members of the congregation, all in accordance with the bylaws. A quorum was present.

President Don Smith called the meeting to order at 1:40 p.m. Smith lit the chalice and provided opening words. He introduced Mickey Moore as the timekeeper and introduced members of the Board of Trustees.

Adoption of Congregational Rules

Don Smith presented the proposed congregation rules as adopted at the last congregation meeting. The rules were approved by consensus.

Business

Intern Minister

President Don Smith explained the purpose of the meeting and the improved end of year financial status of the church. At the December Fall Congregational Meeting funding for an intern minister had been cut from the 2007 budget due to a decrease in pledging from the previous year. With an improved financial out look the Board of Trustees recommends hiring an intern minister.

Upon a duly made motion by Nancy Neavel, seconded and passed as follows:

RESOLVED, that the budget will be amended to hire an intern minister.

The meeting adjourned at 1:47 p.m.

Respectfully submitted,

First Unitarian Universalist Church of Austin
Congregational Meeting
December 3, 2006

A regular congregational meeting was held on December3, 2006. The meeting was duly posted with notices sent in the newsletter and by mail to all members of the congregation, all in accordance with the bylaws. A quorum was present.

President Don Smith called the meeting to order at 1:45 p.m. Smith lit the chalice and provided opening words. He introduced Mickey Moore as the timekeeper and introduced members of the Board of Trustees.

Adoption of Congregational Rules

Don Smith presented the proposed congregation rules as adopted at the last congregation meeting. Upon a motion duly made by Daesene Willmann, seconded and passed as follows:

RESOLVED, that the congregation al rules in the form of attached Exhibit A be adopted.

Minutes

President Don Smith presented the minutes from the prior congregational meeting of May 7, 2005. Secretary Doris Hug offered one correction. Upon a duly made motion by Doris Hug, seconded and the minutes were approved as amended.

Reports

President Don Smith asked if there were any questions on the reports. There were none.

President?s Report is attached as Exhibit B.

Minister?s Report is attached as Exhibit C.

Interim Preacher?s Report is attached as Exhibit D.

Director of Religious Education Report is attached as Exhibit E.

Director of Music Report is attached as Exhibit F.

Treasurer?s Report is attached as Exhibit G.

Stewardship Report is attached as Exhibit H.

Business

FAMP

Henry Hug presented proposed changes to the Financial Asset Management Policy. The changes clarify distributions from the Memorial/Endowment Fund. This document must be presented and approved at two consecutive congregational meetings prior to implementation.

A motion was duly made by Finance Committee Chair, Henry Hug to approve the proposed changes to the FAMP (1st vote). The motion passed. (Exhibit I)

Master Plan

Brian Moore presented the Facility Master Plan and Next Improvement Steps report. (Exhibit J) The Building Committee is requesting hiring an outside consultant to conduct a feasibility study to determine how much money we can expect to raise with a Capital Fund Drive to build Phase I

A motion was duly made by Brian Moore as follows:

RESOLVED, that the Master Plan be accepted and the Building Committee is approved to hire an outside consultant to work with the church to determine how much money our congregation could provide toward a building addition to our facility.

Stefan Windsor offered an amendment to the motion it was seconded as follows:

RESOLVED, that the feasibility consultant costs are not to exceed $5, 000.

After discussion and clarification by the members present, the vote was taken on the motion amendment. The amendment motion failed.

A vote was then taken on the main motion and passed as follows:

RESOLVED, that the Master Plan be accepted and the Building Committee is approved to hire an outside consultant to work with the church to determine how much money our congregation could provide toward a building addition to our facility.

Social Action

Corinna Whiteaker-Lewis presented the Social Action Programming in 2007 document outlining goals for congregational approval. (Exhibit K)

A motion was duly made by Corinna Whiteaker-Lewis and passed as follows:

RESOLVED, that the congregation adopt the Social Action themes as presented in the document presented for 2007.

Budget

Henry Hug recognized the members of the Finance Committee for their work on the budget. Henry then reviewed the budget using a written 2007 Budget Narrative.

(Exhibit L) and a copy of the proposed 2007 Budget (Exhibit M) This is a deficit budget and the total deficit amount is -$33,599.

A motion was duly made by Henry Hug as follows:

RESOLVED, that the 2007 budget is approved as presented.

An amendment (1) to the motion was made by Interim Preacher, Jack Harris-Bonham to eliminate line item #82 (Janitorial Contract) and replace it with an intern minister. The amendment failed due to the lack of a second.

Upon a duly made motion by timekeeper Mickey Moore, seconded and passed as follows:

RESOLVED, that in accordance with the Meeting Rules of Procedure the meeting time will be extended by 20 minutes.

An amendment (2) to the motion was duly made by Judy Sadegh, as follows:

I move that a separate item be added to Income titled ?Unbudgeted Pledges/Income in the amount to balance the additional funds needed to meet our full commitment to UUA ? both items to be foot noted to the effect that the UUA full commitment be the highest priority for any funds coming in excess of the budget in 2007.

Upon a duly made motion by Don Smith, seconded and passed as follows:

RESOLVED, that in accordance with the Meeting Rules of Procedure the meeting time will be extended by 15 minutes.

Following discussion a vote was taken and the amendment failed.

An amendment (3) to the motion was duly made by Daesene Willmann, as follows:

I move that the amount we pay to our minister line item #19 Davidson Loehr be decreased by the amount of the deficit, $33,599.00.

The amendment was seconded and failed when the vote was taken.

An amendment (4) to the motion was duly made by Eric Hepburn, as follows:

Re-open the opportunity for members to increase their pledge through Dec. 31^st. Pledge dollars to be dedicated 1^st to hiring and Intern Minister. The remainder being dedicated to deficit reduction.

The amendment was seconded and failed when the vote was taken.

President Don Smith called for a vote on the main motion and the motion passed as follows:

RESOLVED, that the 2007 budget is approved as presented.

Upon a duly made motion by Ruth Marie, seconded and passed as follows:

RESOLVED, that in accordance with the Meeting Rules of Procedure the meeting time will be extended by 20 minutes to allow time for questions and concerns.

Questions and Concerns

Issues presented include:

• My pledge was reduced to send a message to the Board of Trustees. It was not about being dissatisfied with the minister. My giving level will remain the same but not in the form of a pledge.

• The need for an Intern Minister

• Membership retention and a request for members to join the Membership Committee to assist with retention issues.

• Please do not use your funds to voice you opinion, use dialog instead.

• If you have cut your pledge or not made a pledge, please reconsider pledging. Withholding funds hurts the church not the minister.

• Members also listed that they are grateful for the church community.

• Thank you to the Board of Trustees and members that spoke today

• A member read part of a letter of complaint he wrote to Dr. Loehr

• A member said she joined the church because of Dr. Loehr and is very happy with him as our minister.

• A member requested an evaluation of the minister

The meeting adjourned at 4:00 p.m.

Respectfully submitted,

_______________________

Doris M. Hug, Secretary