Unitarian Univeralists of Clearwater

Board of Directors Meeting Minutes

Wednesday, September 17, 2008

Attending: Sue Boone, Catherine Conover, Dotti Doyle, Susan Hegner, Carol Heichel, Abhi Janamanchi, Carl Krave, Joe Myers, Millie Rochester,

Dick Rolfes, Sylvia Scott, Joann Shrewsbury, Linda

Stoller, Nancy Warner, Roberta Watson

Guests: Pat St. Clair, Pat McGivern

Absent: Bill Snell

Call to Order: Susan Hegner, Chair called the meeting to order 7:00 PM

Opening Words: Abhi Janamanchi

Review of Agenda: The agenda was reviewed and amended.

Review of Minutes: Minutes for August, 2008 were amended and approved.

Treasurer’s Report: The Treasurer’s report was approved.

Financials presented a better picture this month. (See Treasurer’s

report). Finance committee is recommending we not pursue a line of credit currently, partly because of our improved cash position and partly because of assurances that, if needed, a short term loan would be forthcoming from within our membership.

Karl Crave expressed concerned that the board is comfortable that unnamed members will come forward with a verbal assurance of a loan in the event of an emergency.

It was suggested that an informal message be sent to the Treasurer from potential lenders indicating their willingness to lend a specific amount.

We need to hold down expenses where possible.

ACTION ITEMS:

Motion by Karl Crave to obtain a line of credit of $50,000, with a one time fee of no more than $700.00 and at a competitive rate of interest. Seconded, defeated with ten Nays and one abstention.

Susan Hegner noted that everything should be ready to apply for a line of credit if necessary.

Administrative Committee Report:

Pat St. Clair reported that the Committee met with Frank Wells, Music Director regarding his overspending his professional budget by approximately $1500. Frank felt that he was within his rights, provided that the expenditure was not over the total music program budget. Bill Snell had talked to all the staff about money being tight this year. Furthermore, committees are not allowed to move line items within the budget. Frank agreed that he had not discussed the planned expenditures with his supervisor, Abhi or anyone else. Frank submitted an itemized memo at the beginning of the Board meeting.

There was discussion about whether or not it should be a policy to remove credit cards from all staff and instead reimburse for professional expense. The general consensus was that ministers should retain their credit cards. Abhi suggested that he and Mille consult with the finance committee regarding credit card policy for ministers.

Motion by Joe Myers that Mr. Wells have his credit card revoked. Seconded, unanimously

approved.

Motion by Catherine Conover that Frank Wells reimburse the congregation for the amount of

professional expenses used over budget. Seconded.

Motion by Roberta Watson to replace the above motion with the substitute motion that Mr.

Wells be requested to voluntarily return the excess money over his professional expenses

money. Seconded, unanimously approved.

Motion by Dotti Doyle that the Board issues a letter of reprimand to Mr. Wells in regard to the over-expenditure of the allocated funds. Seconded, approved with one abstention.

It was agreed that Joe Myers will draft a letter and submit to the board members by email.

We will ensure that all committees are aware that budgeted line items are not co-mingled.

Association Sunday:

UUA is requesting that we participate in Association Sunday.

Motion by Sue Boone that we celebrate Association Sunday October 12^th. Seconded, defeated with eleven Nays, and one abstention.

Motion by Carol Heichel that we approve the concept of Association Sunday with the date to be determined at a later time. Seconded, approved with four Nays.

DISCUSSION ITEMS:

Miracle Sunday:
The Miracle Sunday team will meet with Millie and Abhi. Include Finance, Publicity, Stewardship, chaired by Joanne Shrewsbury.

INFORMATION ITEMS:

§ As of August, 2008 there were 275 pledging members

§ Board Ad Hoc Committee on the Manse reported by Dotti Doyle, Chair

Motion by Dotti Doyle that Peter Godhammer, architect, be authorized, with the Board’s gratitude, to do preliminary drawings at no cost, for potential use of the Manse as a halfway house. Seconded, approved unanimously.

§ Rev Millie Rochester’s Report distributed. Additional upcoming events: Next Sunday Millie will be preaching at Nature Coast UU in Lecanto. Next month, she will miss the Board meeting since she will be out of town attending the Florida UU Association Committee meeting. The following week will be attending the Conference for Liberal Religious Educators. Since many parents and teachers expressed disappointment that there might not be children’s worship; it was decided that the children will have their own worship the first Sunday of each month, and start off in the Sanctuary the remaining Sundays.

§ Rev Abhi Janamanchi’s Report was distributed. He has been asked to preach at the next GA. This is a great honor. This afternoon, about 15 people attended a meeting at UUC regarding Amendment 2. There will be an article in the St. Petersburg Times tomorrow. October 19^th is the Pulpit Call about Amendment 2. There will also be a Public Rally October 26^th at a place TBA. Relic Tour: Planning meetings are happening on a weekly basis until end of October. Growth Task Force: discussed with Ken Hurto who was excited and agreed to work with us. Abhi will recruit team and report back next month.

Close: Meeting adjourned 9:35 PM

Respectfully Submitted,

Catherine Conover

Secretary