{"id":2931,"date":"2009-11-09T15:17:36","date_gmt":"2009-11-09T21:17:36","guid":{"rendered":"http:\/\/www.austinuu.org\/wp2013\/?p=2931"},"modified":"2009-11-09T15:17:36","modified_gmt":"2009-11-09T21:17:36","slug":"september-2009-board-of-trustees-meeting-minutes","status":"publish","type":"post","link":"https:\/\/austinuu.org\/wp2013\/september-2009-board-of-trustees-meeting-minutes\/","title":{"rendered":"September 2009 Board of Trustees Meeting Minutes"},"content":{"rendered":"

First Unitarian Universalist Church of Austin, Board of Trustees Meeting Minutes<\/strong><\/p>\n

Tuesday, September 15, 200 at 6:30 p.m.<\/strong><\/p>\n

First UU Church of Austin, 4700 Grover, Austin, TX\u00a0 78756 in the Gallery<\/strong><\/p>\n

\u00a0<\/strong><\/p>\n

In Attendance:<\/span><\/strong><\/p>\n

Trustees<\/span>:\u00a0 Nell Newton, President; Eric Stimmel, Vice-President; Luther Elmore, Treasurer; Chris Jimmerson, Secretary; Sheila Gladstone, Immediate Past President; Margaret Borden; Derek Howard; Jeff Hutchens; Aaron Osmer, Youth Trustee; Michael West; Laura Wood.<\/p>\n

Executive Team<\/span>:\u00a0 Janet Newman, Interim Minister; Sean Hale, Executive Director<\/p>\n

Staff<\/span>:\u00a0 Brent Baldwin, Director of Music<\/p>\n

\u00a0<\/p>\n

Call to Order<\/h1>\n

The President called the meeting to order at 6:36 p.m.<\/p>\n

\u00a0<\/p>\n

Adoption of Agenda<\/h1>\n

Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Margaret Borden \u2013 To adopt the agenda (Appendix A).\u00a0 The motion was seconded.<\/p>\n

Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

Vote:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>All Affirmative<\/p>\n

\u00a0<\/p>\n

Opening Words<\/h1>\n

The Interim Minister read the following words:<\/p>\n

\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 MEDITATION by Robert Weston\u00a0 If Love Be There<\/p>\n

This day, setting aside all that divides me from others;<\/p>\n

This day, remembering that the world is beautiful to one who is willing<\/p>\n

\u00a0\u00a0 That it be so<\/p>\n

And that into the open, eager heart<\/p>\n

The beauty enters in<\/p>\n

If love be there;<\/p>\n

This day I will make a part of the song of life.<\/p>\n

There may be grief but if there be love it will be overcome.<\/p>\n

There may be pain but it can be borne with dignity and courage;<\/p>\n

There may be difficulty but it can be turned to strength.<\/p>\n

Remembering that the world is beautiful if I will let it be so for others whom\u00a0\u00a0 I meet,<\/p>\n

This day I will make a part of the song of life.<\/p>\n

The President lit the chalice.<\/p>\n

\u00a0<\/p>\n

Visitor\u2019s Forum<\/h1>\n

Beverly Donoghue, one of two delegates to Austin Area Interreligious Ministries (AAIM), described AAIM\u2019s dual mission:\u00a0 to promote interfaith dialog and \u201cto assist the vulnerable and the voiceless.\u201d AAIM\u2019s governance structure has changed from shared policy decision-making by delegates and the Board of Trustees to policy decisions by the Board only.\u00a0 Delegates are now key members for encouraging broader community participation in AAIM events.\u00a0 AAIM sponsors Hands On Housing, a city-wide effort to repair homes owned by low-income individuals and families who can no longer afford to make these repairs.\u00a0 Interfaith dialog is promoted through AAIM\u2019s Amazing Faith Dinner Dialogs in November and through a new program, the Red Bench, which begins tonight.\u00a0 The Red Bench seeks to promote deeper listening and conversations around values shared by faith traditions.\u00a0 AAIM\u2019s 25th<\/sup> Annual Thanksgiving Celebration will be held on Sunday, November 22nd<\/sup> at First Baptist Church and will include an interfaith service, pot luck dinner, and songs and dances from a variety of faith traditions.\u00a0 Beverly invited Trustees to participate in and promote AAIM\u2019s interfaith events.\u00a0 (See Appendix B.)\u00a0<\/p>\n

The President requested, and Beverly agreed, to get more information on the Unitarian Universalist Association\u2019s (UUA\u2019s) funding to support congregational leaders\u2019 participation in interfaith activities as a way to support AAIM\u2019s activities.\u00a0 Margaret Borden noted that two church members, Lindsay Ellison and Valerie Sterne, led AAIM\u2019s refugee school this past summer.<\/p>\n

\u00a0<\/p>\n

Consent Agenda Items<\/h1>\n

Minutes from the Prior Meeting:\u00a0 The Trustees had reviewed the minutes from the August 2009 meeting prior to this meeting (Appendix C).<\/p>\n

New Members and Resignations:\u00a0 The Secretary reported that Charles Hobbs had joined the congregation and that Myra and Stroud McIlvain and Margaret Harrison had resigned.<\/p>\n

Reports:\u00a0 The Trustees had reviewed the consent agenda items prior to the meeting.\u00a0 These included:<\/p>\n

Appendix D:\u00a0 \u00a0 Director of Religious Education\u2019s (DRE\u2019s) Report<\/p>\n

Appendix E:\u00a0 \u00a0 Treasurer\u2019s Report<\/p>\n

Appendix F:\u00a0 \u00a0\u00a0 Director of Music\u2019s (DM\u2019s) Report<\/p>\n

Appendix G:\u00a0 \u00a0 Executive Director\u2019s (ED\u2019s) Report<\/p>\n

Appendix H:\u00a0\u00a0\u00a0 Bridgebuilder Update 9\/15\/09<\/p>\n

The Trustees discussed the following items related to the consent agenda items:<\/p>\n

The Treasurer hopes to narrow the 2009 deficit to less than $40K.\u00a0 The church has been spending more than it has received since $50K was received during the Spring Pledge Drive.<\/p>\n

The new five-year photocopier rental contract is for a black and white copier with more features and will cost $100 less annually.\u00a0 Copies from the new color copier will cost ten cents each.\u00a0<\/p>\n

Margaret Borden, who is monitoring the Bridgebuilder action plan to ensure that all action items are included, pointed out the Bridgebuilder update.\u00a0 Trustees discussed the difference between policy review, or bylaws review, and policy governance.\u00a0 Policy review would involve looking at a process outline should a concern about the minister arise.\u00a0 Policy governance \u2013 developing the church\u2019s mission, vision, values, and covenant — would influence the process but would not prescribe the specific steps of the process.\u00a0<\/p>\n

Margaret was most concerned, from the Board\u2019s perspective, about action items 5 and 13.\u00a0 She was not sure how Trustees should implement action 5: to establish a governance review task force.\u00a0 Action item 13 is to change the bylaws to require orientation classes for prospective members before they join.\u00a0 The Membership Committee is aware of this action item and is developing a curriculum outline for the new member orientation\/class to present for Trustee approval.\u00a0 Margaret also pointed out that action 9 — to determine ways the church\u2019s Council can build community and fellowship at meetings — was not a clear charge yet and needed Trustee review.<\/p>\n

The President requested putting the Bridgebuilder Action Plan and Update on the agenda for the October meeting so Trustees would have more time could be taken to discuss specific items and issues.\u00a0 She suggested the church could apply for grant funds from the UUA to offset the cost of implementing policy governance.\u00a0 A trustee discussed the possibility of finding an \u201cangel member\u201d to help cover these costs.\u00a0 It would be helpful if policy governance implementation costs could be offset by grant funds.\u00a0 Another trustee inquired about the possibility of having the Interim Minister do some of the consulting mentioned for policy governance implementation.\u00a0 However, the Interim Minister noted that her full-time job and the need for the policy work facilitator to have additional specialized skills would mitigate against her doing this consulting work.\u00a0 The policy governance implementation team is exploring different consultants with different skill sets and different costs.<\/p>\n

Bridgebuilder action number 3, to establish a policy governance implementation team, and action 7, to create a team to oversee development of mission-vision-values-covenant, overlap and are actually the same item. \u00a0One trustee would like the Director of Music\u2019s input on who should be on the governance implementation team.<\/p>\n

The Interim Minister will submit her report to Trustees later.<\/p>\n

Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Chris Jimmerson \u2013 To accept the Consent Agenda Item Reports.\u00a0 The motion was \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 seconded.<\/p>\n

Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

Vote:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>All Affirmative<\/p>\n

Discussion and Action Items<\/strong><\/p>\n

Security Task Force Report<\/span>: The President reported that this item was not ready yet and would need to be postponed until the October Trustees\u2019 meeting.<\/p>\n

Substitute Item — Interim Ministry Contract<\/span>:\u00a0 The Interim Minister requested that the Trustees approve her request that a portion of her salary, $16,250, be designated as housing allowance and, as a result, be tax-free.\u00a0 This request is in accordance with the Interim Ministry Contract (Appendix I), Governing Board agreements, number 1. A. 2).<\/p>\n

Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Derek Howard \u2013 To approve the Interim Minister\u2019s request to designate $16,250 of\u00a0\u00a0her salary as housing allowance.\u00a0 The motion was seconded.<\/p>\n

Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

Vote:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>All Affirmative<\/p>\n

Short and Long-Term Disability Insurance<\/span>:\u00a0 Trustees agreed to postpone this item until after addressing the personnel policy.<\/p>\n

Board of Trustees Budget Proposal:<\/span>\u00a0 The Treasurer passed out a copy of the 2008 Final Budget and the 2009 Budget with projected income. (Appendix J)\u00a0 The President explained that the Trustees were considering requesting a line item in the budget for board expenses and would continue the discussion that began during the August board meeting.\u00a0 The Financial Asset Management Policy (FAMP) gives the Trustees the authority to spend up to $10,000 outside the budget for unanticipated emergency expenses, and $10,000 could be budgeted for Trustees\u2019 expenses.<\/p>\n

Trustees made the following points in their discussion:<\/p>\n

    \n
  • $1,500 or $2,000 might be sufficient to cover the All-Council lunch and other non-emergency expenses that arise.\u00a0<\/li>\n
  • Trustees should base a line item for Board of Trustees\u2019 expenses on history.\u00a0<\/li>\n
  • The budget deficit increased in May, and yet Trustees are on record for wanting a balanced budget.<\/li>\n
  • All-Council meeting expenses are not unanticipated and should be a line item in the budget.<\/li>\n
  • Prior minister liked discretionary funds and picked and chose how to spend them.\u00a0 There will be more trust if the Trustees are open about a Board of Trustees\u2019 expense line item.<\/li>\n
  • Each anticipated Board of Trustees\u2019 expense item could be listed in the budget.<\/li>\n<\/ul>\n

    Trustees then discussed each board expense item:<\/p>\n

    1) \u00a0 Funding for the All-Council Retreat<\/em><\/p>\n

    The amount in the budget is zero because it was cut.\u00a0 It costs $300 for the all-day meeting to cover breakfast, lunch, and clean-up expenses.\u00a0<\/p>\n

    2)\u00a0\u00a0 Becoming a \u201cFair Share\u201d Congregation <\/em><\/p>\n

    \u201cFair Share\u201d is a budget item under Denominational Affairs.<\/p>\n

    \u201cFair Share\u201d costs with 600 members: $56 per member for UUA, or \u00a0\u00a0\u00a0 $33,600,<\/p>\n

    \u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0plus $20\/member for SWUUA, or \u00a0\u00a0\u00a0\u00a0 $12,000 \u2013<\/p>\n

    \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0for a total of \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 $28,800<\/p>\n

    After further discussion, a Trustee offered the following alternative proposal to be submitted\u00a0\u00a0\u00a0\u00a0 as a recommendation for the 2010 budget:<\/p>\n

    Fund at $28 per member for UUA, or \u00a0\u00a0\u00a0\u00a0 $16,800<\/p>\n

    Plus $20 per member for SWUUA, or\u00a0\u00a0\u00a0\u00a0 $12,000<\/p>\n

    \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 for a total of\u00a0\u00a0\u00a0\u00a0 $28,800<\/p>\n

    Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Chris Jimmerson — Approve the proposal. The motion was seconded.<\/p>\n

    Discussion:<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 None<\/p>\n

    Vote:<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Affirmative-9, Negative-0, Abstain-1<\/p>\n

    3)\u00a0\u00a0 Consulting fee for vision, mission, values, and covenant development<\/em><\/p>\n

    1st<\/sup> year\u2019s package = $10,000<\/p>\n

    Large UU churches in Dallas, Portland, Minneapolis, St. Paul, and Atlanta had all engaged a consultant to put in place mission\/vision\/values\/ends and move to Policy Governance and continue to bring in a consultant annually but at a lesser degree and rate.\u00a0 1st<\/sup> UU in Dallas\u2019 Board of Trustees\u2019 President said that his congregation could not have accomplished all they had done without engaging a consultant.\u00a0 A concern raised that nothing might happen on the BB Actionn without consultants and that a fully engaged process might help with Stewardship by creating an exciting environment.<\/p>\n

    Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Chris Jimmerson \u2013 To include $10,000 for vision-mission-values-policy governance \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 work.\u00a0 The motion was seconded.<\/p>\n

    Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

    Vote<\/strong>:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Affirmative \u2013 9, Negative \u2013 0, Abstain \u2013 1<\/p>\n

    4)\u00a0\u00a0 Accountant-prepared financial statement<\/em><\/p>\n

    There are 3 levels \u2013 compiled, reviewed, and audited financial statements.\u00a0 1st<\/sup> UU has never had an audit report because of poorly organized information.\u00a0 The plan for next year is to have a compiled financial statement \u2013 for year after year consistency, to compare operations from year to year, for continuity \u2013 having reliable historical information, and for credibility of the Trustees to the congregation (See Appendix K).\u00a0 Our church would give a Certified Public Accountant (CPA) financial information monthly, and the CPA would do annual compiled financial statement.\u00a0 Estimated cost:\u00a0 $1,200 for compiled statement or $2,000 for compiled statement and consulting to get started.\u00a0 Discussion points included:<\/p>\n

      \n
    • Our ED could do this.<\/li>\n
    • A professional CPA can provide guidance on how to handle specific transactions and how to present on a financial statement.\u00a0 Church doesn\u2019t know how to do GAAP financial statements<\/li>\n
    • Concern about whether can provide accurate financial information for January-December 2010.<\/li>\n
    • Goal:\u00a0 Begin clean set of books starting in January 2010.<\/li>\n
    • Helps prevent Bookkeeper\/Treasurer changes without continuity.<\/li>\n<\/ul>\n

      Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Jeff Hutchens \u2013 To include a $2,000 line item for compiled financial statements in 2010 by a CPA who specializes in financial statements for non-profit organizations.\u00a0 The motion was seconded.<\/p>\n

      Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

      Vote:<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Affirmative \u2013 9, Negative \u2013 0, Abstain — 1<\/p>\n

      5)\u00a0\u00a0 Interim Minister Search and Settled Minister Search<\/em><\/p>\n

      Costs of our church\u2019s Interim Minister search consisted of about $150 for cell phone charges and packages mailed by the Secretary.\u00a0 Interim Minister Search Committee members paid own way to travel to listen to the Interim Minister candidate.<\/p>\n

      Our Interim Minister has always served for one year and never two.\u00a0 After her evaluation in January, she and the Trustees could each consider whether an extension of her contract was desired.\u00a0 She recommended electing a Search Committee in the Spring of 2010, to work steadily through Fall 2010.\u00a0 In January 2011, our records would be opened up to ministerial applicants, and we would be able to see records of ministerial applicants. \u00a0The UUA\u2019s ministerial settlement handbook is online.\u00a0 Most of settled minister work in 2010 will be discussions and handled here in Austin.\u00a0 Expenses will be phone calls and making copies \u2013 about $300.\u00a0 Travel would not occur until 2011.<\/p>\n

      The Trustees agreed to move up the agenda item for board pledging to precede the personnel policy agenda item.\u00a0<\/p>\n

      Michael West announced that a \u201cgreen\u201d welcoming gift awaited the Interim Minister in the church\u2019s kitchen.<\/p>\n

      The Board of Trustees\u2019 meeting was adjourned for a break at 8:15 p.m. and resumed at 8:30 p.m.<\/p>\n

      Board Pledging<\/span><\/p>\n

      Bill Edwards, Stewardship Committee Chair, presented this agenda item.\u00a0 The Stewardship Committee\u2019s canvass goal for 2010 is $650,000, which would include $50,000 for an interior facelift and kitchen renovation or $600,000 with the current facilities unchanged.\u00a0 There are 16 Team Leaders who will each get five or more canvass volunteers.\u00a0 Each volunteer will contact three pledging units.\u00a0 There are over 100 potential canvassers or donor prospects.\u00a0 The Trustees and Team Leaders have pledged over $100,000.<\/p>\n

      This Sunday, September\u00a0 20th<\/sup>, the Stewardship Committee will host a Celebration in Howson Hall.\u00a0 Postcards have been mailed to all members to come celebrate ourselves.\u00a0 Several long-time members will be honored.\u00a0 To RSVP for this event, Trustees should phone Bill Edwards or e-mail Ron Turner.<\/p>\n

      The Stewardship Committee has raised $30,000 from Team Leaders and others to match 2010 pledge increases dollar for dollar (Appendix L).\u00a0 Every Trustee and Team Leader increased their pledges for 2010.\u00a0 Trustees were encouraged to not request a match for their pledge increases so that other members would be encouraged to increase their pledges from 2009 and earn matches for their pledge increases.<\/p>\n

      The Interim Minister encouraged Trustees to get involved in the canvass if funds were still needed at the end of the year and mentioned doing a phone-a-thon at the end if the Fall Canvass Campaign did not reach the desired goal.\u00a0 The President and other Trustees noted that Trustees traditionally get involved in the Fall Canvass and were also involved in last Spring\u2019s pledge drive, with each Trustee signing up to call individual members.\u00a0 One Trustee suggested the best time to call members about pledging is between 7:00 and 9:00 p.m.<\/p>\n

      Personnel Policy<\/span><\/p>\n

      The Trustees instructed the ED to create a broad policy covering personnel issues to enable the Trustees to focus on getting results rather than on micromanaging.\u00a0 He drafted revisions to pages 6-7 of the Policies and Procedures Manual to clarify who the executive team is and their roles and expectations.\u00a0 The proposed personnel policy on pages 30-33 was taken almost exactly from policies at Unity Church in St. Paul, Minnesota and creates a framework for further revisions and additions as needed in the future.\u00a0 (See Appendix M.)<\/p>\n

      Trustee comments on approving the draft personnel policy included:<\/p>\n

        \n
      • Page 31, no. 4 \u2013 Some concern expressed that an executive team member shall inform the President or another Trustee of violating Board of Trustees\u2019 policy but will not be required to ask permission to do so. The Trustees could discuss and decide at the next monthly Board of Trustees\u2019 meeting whether there should be any consequences for violating Board of Trustees\u2019 policy.<\/li>\n
      • Concern about jumping into policy governance in the middle rather than in an orderly progression — without further reflection and with no monitoring system in place .<\/li>\n
      • Likes to see movement toward policy governance<\/li>\n
      • Page 30, no. 2 \u2013 The executive team may refuse to comply with a request from an individual Trustees or Trustee Committee if the request appears to require substantial staff time to comply.\u00a0 A Trustee can accept that refusal or pursue reorienting the ED\u2019s priorities at the next Board of Trustees\u2019 meeting. There was concern that there did not appear to be an avenue for resolution, regardless of the importance of the Trustee\u2019s request.\u00a0 Another Trustee suggested that the Trustees could approve a Trustee to be the executive team\u2019s liaison on a specific issue \u2013 so the Executive Team would know the importance of the request.<\/li>\n
      • Page 31, no. 5, last sentence \u2013 \u201cNothing in this policy is intended to interfere with mutual interaction about individual understanding of policies.\u201d\u00a0 And page 31, Policy I-B, no. 3 \u2013 \u201cAppropriate use and delegation of power.\u201d<\/li>\n<\/ul>\n

        The President asked if the draft policy was the direction that the Trustees wanted to go, and they agreed.\u00a0 Sheila Gladstone and Derek Howard will prepare recommended edits for the draft personnel policy, preserving the meaning in the current draft, for Trustees\u2019 review and approval at the October Board of Trustees\u2019 meeting.\u00a0\u00a0<\/p>\n

        Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Sheila Gladstone \u2013 To approve the draft personnel policy in principle.\u00a0 The motion was seconded.<\/p>\n

        Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

        Vote:<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All Affirmative<\/p>\n

        One Trustee asked if other Unitarian Universalist (UU) churches limited the Executive Team to the Minister and the ED.\u00a0 One UU church defines the Executive Team as the Minister and ED, with the Minister serving as Chief Executive Officer.\u00a0 Another UU church has an Executive Team of four people.\u00a0 Another UU church has three people \u2013 the Minister, ED, and Membership Director.\u00a0 The Trustees decided last year that the DRE and DM would continue reporting directly to the Trustees during the Interim Minister\u2019s tenure.\u00a0 The ED has the authority to hire and fire office staff.<\/p>\n

        Floating Holiday Policy<\/span><\/p>\n

        The current \u201cfloating holiday\u201d policy allows staff to take two of the three following holidays as paid holidays:\u00a0 MLK Day, President\u2019s Day, and Veteran\u2019s Day.\u00a0 Because tracking this attendance is cumbersome, the ED recommends eliminating Veteran\u2019s Day as a paid holiday for staff and giving staff MLK Day and President\u2019s Day as standard paid holidays (Appendix N).\u00a0\u00a0<\/p>\n

        Motion:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Derrick Howard \u2013 to approve the proposal in appendix N, eliminating the floating holiday policy.<\/p>\n

        Discussion:\u00a0\u00a0 <\/strong>None<\/p>\n

        Vote:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>All \u00a0Affirmative<\/p>\n

        Short and Long-Term Disability Insurance<\/span><\/p>\n

        The purpose of long-term disability insurance is to replace a stream of income lost by being unable to work for longer than 90 days due to disease or injury.\u00a0 If a church employee should become disabled, the church could take up a collection but might not agree about how much money would be enough.\u00a0 In all likelihood, not enough money could be raised.<\/p>\n

        The Interim Minister recommends that the Trustees approve the church\u2019s purchase of long-term disability insurance for full-time staff beginning in 2010 (Appendix O).\u00a0 Policy proposal 1 would be to add a statement to the Personnel Policy Manual insurance section that the church provides long-term disability insurance to all full-time staff.\u00a0 Policy proposal 2 recommends funding long-term disability insurance for staff for the remainder of 2009 with unused funds in the ministerial budget.\u00a0 The cost of the annual premium is one percent of the amount insured.\u00a0 For full-time employees, this would amount to $2,026 per year \u2013 plus a little more if staff receives raises this year.\u00a0 The UUA\u2019s long-term disability insurance policy (Appendix P) provides for a disabled staff member who works at least half-time to receive 60 percent of his or her current salary, beginning 90 days after the injury.\u00a0<\/p>\n

        The discussion included the following points:<\/p>\n

          \n
        • Wait two months and include long-term disability insurance for church staff in the 2010 budgeting process;<\/li>\n
        • Trustees would feel terrible if a staff member became disabled and Trustees had not approved the purchase of long-term disability insurance;<\/li>\n
        • The best private employers and state agencies don\u2019t offer long-term disability insurance for free but for purchase by employees at very low cost;<\/li>\n
        • Adding another benefit with the current deficit might be a problem;<\/li>\n
        • Concern that there is no waiting period before enrollment.\u00a0 Someone who is about to \u201cgo under\u201d could try to get hired by an employer to obtain this benefit;<\/li>\n
        • The church should pay for staff\u2019s long-term disability insurance out of a sense of justice \u2013 of treating employees well;<\/li>\n
        • If the church had purchased disability insurance years ago for a prior janitor who became disabled, he would have benefited, and the church would not be paying him an annual amount;<\/li>\n
        • It\u2019s difficult to justify doing this when a Trustee has never had this benefit.\u00a0 Trustees would need more regionally-based evidence that this purchase is a common practice among UU churches;<\/li>\n
        • Whether the Trustees should support this purchase because a lot of other churches do this or because we want to either fund this or make this option available to staff<\/li>\n
        • It would be very positive to offer staff long-term disability insurance for free.<\/li>\n
        • ED clarification:\u00a0 Church staff members already have the option of purchasing long-term disability insurance.\u00a0 The only question is whether the Trustees will approve the church automatically paying for it.\u00a0 No staff members have purchased this insurance to date;<\/li>\n
        • The church has a history of giving an annual 3% cost of living adjustment (COLA).\u00a0 2% could be used to pay for COLA, and 1% could be used to purchase disability insurance;<\/li>\n
        • Employees do a cost\/benefit analysis and decide that purchasing disability insurance is not worth the cost when balanced against other needs;<\/li>\n
        • Most UU churches purchase long-term disability insurance for their staff;<\/li>\n
        • How many other UU churches pay for disability insurance for their staff;<\/li>\n
        • Purchasing this insurance would be one way for the Board to demonstrate that we are a caring community.<\/li>\n<\/ul>\n

          The President suggested that the minister gather more information, including how many UU churches purchase this insurance automatically for their employees, and review the recommendation to purchase long-term disability insurance at the October Board of Trustees meeting.<\/p>\n

          Extension of Board Meeting<\/span><\/p>\n

          Motion<\/strong>:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Jeff Hutchens — To extend the Board of Trustees\u2019 meeting for 15 minutes (at 9:43 p.m.).\u00a0 The motion was seconded.<\/p>\n

          Discussion:<\/strong>\u00a0\u00a0 None<\/p>\n

          Vote<\/strong>:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All Affirmative<\/p>\n

          Long-Term Care Insurance (Continued)<\/span><\/p>\n

          Motion<\/strong>:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Jeff Hutchens — To request putting in long-term disability insurance as a line item\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 in the 2010 budget as in Policy Proposal 1.\u00a0 The motion was seconded.<\/p>\n

          Discussion:<\/strong>\u00a0\u00a0 None<\/p>\n

          Vote<\/strong>:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Affirmative \u2013 9, Negative \u2013 0, Abstain \u2013 1<\/p>\n

          The October Board of Trustees\u2019 meeting will address long-term disability insurance as policy.\u00a0 Policy Proposal 2 was tabled.<\/p>\n

          Proposal for Alana Rosshirt Memorial<\/span><\/p>\n

          The ED asked Rose Ann Reeser, who knew Alana Rosshirt, to develop a proposal for allocating Ms. Rosshirt\u2019s gift of $5,000 to 1st<\/sup> UU to honor her many years of service to the church.\u00a0 Jack Rosshirt, Alana\u2019s husband, suggested the church could use the funds for the sanctuary garden and some sort of recognition of her gift.\u00a0 Rose Ann\u2019s proposal (Appendix Q) included the following:<\/p>\n