Present: Niya Standish, John C., Kit Ketcham, Ben W., Monica Billingsley, Rick S., John McDuffee, Janelle G., Adrian Dee.
Kit lit the chalice and read some opening words.
We had a brief check-in.
Adrian volunteered to take minutes.
Minutes of the Congregational Meeting were approved as written.
Agenda for this meeting adopted.
1. Election of officers
Discussion included what the job of the Moderator has been and what we would like to see in a Moderator. John C. suggested Monica for Moderator because of her communication skills and experience on the Board and in the congregation. Several of us agreed. Monica said yes. We generally agreed that the Vice Moderator should be someone who will be continuing next year, to promote continuity. Ben agreed to be Vice Moderator. John C. agreed to be Treasurer and Adrian agreed to be Secretary. Rick suggested we have "understudies" for each officer, and will be serving in that capacity for Ben and John. John C. suggested we loosely divide ourselves into two focus teams - one for business/money things (Ben, John C., Rick) and one for people issues (Adrian, John M., Janelle). Monica will follow-up with signature card for new officers.
2. Meeting day/time/frequency
We agreed that some discussions can occur via email in order to make better use of meeting time. Meetings will be once per month on the 2nd Monday from 7-9pm. Monica reminded us that, per our Bylaws, our meetings are open to any congregation member, unless we are meeting in an executive session.
3. Committee Liaisons
we agreed to table this discussion until the Board Retreat at which time we will be discussing possibly consolidating some committees. We felt that 20 committees in a membership of 90 was somewhat excessive.
4. Summer Office Support
Kit requested some help with picking up phone messages and mail during the summer months. She will be gone in July. Niya will cover phones/mail for June, Janelle will cover July with assistance from John M, and Kit will cover August.
5. Childcare concerns
Niya brought to the Board some concerns that members had voiced to her regarding the childcare at the Annual Meeting. Established policy was not followed. Niya suggested: 1. Better organized, 2. Coverage pre & post event, 3. Clarity re: who is responsible, including setup and cleanup, 4. Adult present to see that everything is in order. We discussed that there is a need for a Childcare Coordinator, someone who could see that there is a responsible adult for each event to organize the childcare. Niya will create a checklist of what to do based on policy. Janelle will contact Anne G. to ask her to round up a Childcare Coordinator. It was suggested that perhaps parents could participate in a Co-op childcare group.
6. Building Use agreement with Trinity
Monica expressed concern that the new contract doesn't match our fiscal year. We'd like it to be July 1 to June 30, it is currently June 1 to May 30. Monica to follow up with Trinity. Kit explained that based on her discussions with Trinity, we can expect aprox. 5% increase in rent annually going forward. John C. brought up the previous discussion of having a team look into other possible spaces. Kit and Niya will draw up a description of minimal / dream requirements for space.
7. GA Delegates
Cleveland, OH, June 22-25. Monica to invite Jerry M. to be a delegate sine he's going to be there anyway. John C. volunteered to be proxy delegate (vote by mail) which was completed during this meeting since Monica had to sign the ballot envelope.
8. Kit's Review
Monica will have copies at our June meeting, to be filled out, discussed and consolidated at our July meeting.
9. Board Retreat
Mabel offered her home. Kit proposed first weekend in August, and discussion leaned toward Sunday the 5th, from 10 - 4. Everyone to check their calendars and we'll decide at June meeting. Kit to schedule with Mabel. We discussed inviting other congregational leaders but agreed to have a separate Board retreat, followed by a leadership retreat at a later date.
10. Things to put on our agendas soon from the previous Board
1. Niya's Contract, 2. LREDA Grant, 3. Listserve/email host (due for renewal in August, Niya will talk to James.)
Next meeting: June 11, 7-9 pm at the WyEast office.
Respectfully submitted,
J. Adrian Dee
Board Secretary, 2001-2