UNITARIAN UNIVERSALIST FELLOWSHIP of LONGVIEW

BOARD MEETING

December 9, 2007

Board Members Present:  Ruth Semrau, Vice President & Worship Committee Chair; Huey Mitchell, Treasurer & Web Master;  Sky Mitchell, Secretary, RE Teacher & Newsletter Editor;  Betty Golding, Member-at-Large & Music Director; Don Eakin, Member-at-Large and Building & Grounds Chair

Board Members Absent:  Jo Porterfield, President; Jessica Noble, Adult RE Teacher & Member-at-Large; Marolen Mullinax, Member-at-Large

Also Present:  Bob Winters, Guitar Player, Furniture Designer/Builder & Sound System Engineer; Hollis Pugsley, RE teacher; and Mary Gorkhali, UFL Friend

Ruth called the meeting to order at 12:58.

Because of the sudden and unexpected illness of a close family member, Board President Jo Porterfield was absent.  In her absence, she asked that Huey put together an agenda and Ruth to conduct the meeting.  Inadvertently, Mary Gorkhali's presentation was left off the hastily compiled agenda.  Ruth asked that the Board address Mary's concern before proceeding to the printed agenda. The Board concurred.

Mary came before the Board to offer the UFL the opportunity to host a Peace Camp for children this summer in conjunction with Place of Peace.  (see attached handouts for details about the program.  Mary also brought an extensive and detailed curriculum).

Members of the board had many questions for Mary.

?         When would the camp be held? (Monday through Friday, four hours per day, for one to six weeks depending on the program chosen)

?         How much would it cost to attend? ($75 for two weeks; $70 per week for longer sessions)

?         What age group could attend?  (ages 5 years through 12 years)

?         Who would teach?  (Mary plus two volunteers - more if the class size required it)

?         How many children could attend? (12)

?         What would you require from the UFL?  (space)

?         Why should we do this?  (The Peace Camp teaches UU values; the camp would be advertised in area newspapers and it would bring new people to the UFL; 25% of net profits would be paid to the UFL to cover expenses incurred for building use)

?         What would our liability be?  (All parents would sign a waiver of UFL culpability and Mary would screen all volunteers with a criminal history background check)

Ruth thanked Mary for her presentation and said that the Board would take her request under consideration.  Mary said to please contact her (awaken@peoplepc.com and 903--844-9140 with any further questions or need for information and/or go to the website placeofpeace.org).

Ruth said we would need legal advice about UFL liability that included field trips.  It was noted that we should do our own background checks.  Holly said she had deep concerns and many questions about the School of New Spirituality, the organization that designed the curriculum.

Another item addressed before the agenda:  Ruth said the first glitch in the NTAUUS meeting schedule has occurred even before the rotation decided upon last month has begun.  She will be unable to attend the January meeting and has asked Jessica to attend in her place.

The Board then turned to the agenda.  The minutes from the November 18, 2007 Board meeting were read.  Don noted that his name was not in the Board Members grouping and his Member-at-Large title was missing.  Sky said, "oops" and said the necessary adjustment and addition would be made and maintained henceforth.  Ruth then called for a motion to accept the minutes as read.  Huey made the motion; Don seconded it, and all present signified approval by saying "aye."

Next, Old/Outstanding Business issues were addressed:

The request submitted by Holly and Gelene for materials from the UUA Book Store for R E is under review by Jo.  Due to her unexpected absence today, no action taken.

Due to Gelene's absence, no R E teaching schedule was submitted to the Board.  Holly said she would see to it that it got done.

Ruth asked Don for a status report on the outdoor R E classroom.  Don said Chip had agreed to drive the project and called a meeting for Wednesday, December 5th at 4:00 pm.  Gelene and Sky were also invited to attend.  At the meeting it was decided that Phase One of the project would include:  1- moving the storage building; 2- clearing and filling the area so it is more level; and, 3- installing field fencing with t-posts and two gates.  Estimated cost:  Less than $500.00.  Phase Two will involve gutters, downspouts and rainbarrels to collect rainwater for the garden; and an outdoor work table.  Sky asked if they could go ahead with Phase One.  After some discussion, it was agreed that work could begin.

Sky has prepared to Member Lists, one from the UUA and one from our UFL Membership Register.  Due to Jo's family health problems, Jo and Sky were unable to meet and scrub the list for Board approval.  They will try to meet before the next Board meeting.

Ruth asked for a status report on making a cover for the Special Events Altar Table.  Holly said she and Marolen met and went through Marolen's fabrics that she has collected from around the world.  Holly said the fabrics suggested a multitude of ideas, but to begin, they will need the table's measurements.  Bob said he would provide them.  He said he would set up the table so they could try out different fabrics.  Ruth asked if they could have a covering ready by Christmas.  Holly said yes.

Ruth asked Don for a status report on the Final Wishes project.  Nothing is happening yet.  He suggests raising awareness of its availability among members and friends.  Sky said she would put it in the newsletter and asked Don for a sample form that people could fill out as well as some information about the project.  He said he would get the form and information to her.

A disgruntled Bob addressed the Board with an ongoing concern.  Several times he has been helping clean up after services and found himself working alone and the last one in the building.  Whoever had the responsibility that day simply dumped it.  What can be done about this?  Ruth suggested putting a copy of the duty roster in the lectern and having the Lay Leader announce who was responsible for the present and next Sunday.  Holly, as Coffee, Pastries and Clean-Up Coordinator will be putting together a new duty roster for 2008.

Betty said she and Bob would not be here for the children's Christmas program and was wondering if it would be recorded.  She noted that none of the programs were being recorded anymore.  Holly said Patricia Watkins seemed to have disappeared.  Holly said she was trying to talk Don into buying a video camera for the Fellowship.  Don said he would look into it.

Betty said she and Bob would like to do a program with the children involving dramatic readings and singing.  Holly said she could have the kids any time she wanted to work with them.

Ruth said the pool of potential speakers is dwindling, so she is planning to ask UFL members and friends who are capable and willing to give a presentation to do two a year.

The Board then moved on to New Business:

Huey gave the Treasurer's report, starting with the Chase Bank statement for November.  (see attached)  He said it will be posted on the bulletin board in the lobby and on our web page.  Holly noted that Chip advised the bank account number be blacked out.  The rest of the Board agreed that would be a good idea.  Huey said he would do so going forward.  The Expense Statements and Balance Sheets (see attached) were emailed to all Board Members prior to the meeting.  There were no questions.  The Treasurer's report was filed for audit.

Ruth asked if there was any further business.  There was not, so she adjourned the meeting at 1:59pm.