Present: Niya Standish, John C., Kit Ketcham, Ben Ward, Monica Billingsley, Rick Sany, John McDuffee, Janelle Geddes, Adrian Dee.
John M lit the chalice and Monica read opening words.
Minutes from the May 29 meeting were approved, even though we couldn't all open the file. Adrian agreed to send this evening's minutes in the body of the email instead of as an attachment.
Rick presented John M with a beautiful hat to wear for the evening in his capacity as Board Jester.
Business:
1. Kit reported that the format for her monthly report may be changing to focus more on what's going on in the congregation rather that "what I did this month." She suggested/requested that Board Members serve as Lay Leaders at some point during the year in order to increase visibility and leadership. She'll be twisting our arms, er, I mean, bringing it up again in September.
(2 omitted)
3. Financial report looking hopeful. John C says it's important to keep some funds in the bank, we need the cushion for cashflow reasons. Estimate $4K may be left at end of June. Kit asked about check procedures for the summer, Ben will make arrangements. We had some discussion about pledges - if they don't indicate which fiscal year they're for, they'll get recorded for the year in which they're received.
4. Communications Committee encourages everyone to download the newsletter (.pdf file) rather than get a paper copy. Estimate will need 35 paper copies per month (15 members, 20 visitors). Requested $80 to cover this cost, doesn't include folding. We had some discussion on the importance of mailing paper copies and how good they feel to receive. We agreed to continue supporting 3 months of free newsletterd mailed to visitors. We allocated the $165 that's in the 01-02 budget for "Membership Maintenance and Growth" to the Newsletters. John C informed us that we have $300 more in pledges that is not yet allocated (however, see #6 below).
5. Committee on Ministry turnover - Tode and Marilyn remain, 2 to be replaced. We approved the 6 candidates suggested, Monica to call them to get two "yes", one man, one woman.
6. UUA dues. We agreed to pay quarterly as this has worked well in the past. John C informed us that our 01-02 budgeted amount (80 at $40) is in error, the reality is 80 at $44. Good thing we have a little extra (see #4 above.) Next payment will be September.
7. Portland Vancouver Area Counsel (PVAC) has officially formed and has Bylaws in place. They replace the now defunct Mt. Hood Counsel. They requested that we officially vote to affiliate with them. As there is no cost to us and we get to go to their quarterly meetings, we did vote to affiliate. Monica to inform them.
8. Newsletter column - Monica asked us to come up with a new name for it, since it's not going to be just the Moderater writing it, necessarily. Several were suggested, "From the Board" is probably what it will be. Monica to write the first one for the summer newsletter.
9. Niya asked who is responsible for set up and clean up of the summer potlucks. Kit says the Summer Services committee is. Niya suggested that they learn how to use the dishwasher. We discussed the necessity for sterilizing church plates after they're used vs. cost/ease of using paper products. Kit will convey our recommendation to Summer Services committee that they consider this.
10. Key report - 12 keys are now located, 8 are branded. This project will probably go on hold until September when everyone is back together. At that time, keyholders will be asked to sign agreements.
11. Retreat - Sunday, Aug. 5. Meet at church at 9:00 am, carpool to Mabel's. Back around 3 pm. Tentative agenda - Kit to do a leadership thing, Monica will coordinate business items, Niya will present a listening exercise. A note for our July agenda - we will be doing Kit's evaluation, which Monica gave everyone this evening.
Next meeting: July 9, 7-9 pm at the WyEast office.
Respectfully submitted,
J. Adrian Dee
Board Secretary, 2001-2