UNITARIAN UNIVERSALIST FELLOWSHIP of LONGVIEW
BOARD MEETING
November 18, 2007
Board Members Present: Jo Porterfield, President; Ruth Semrau, Vice President & Worship Committee Chair; Huey Mitchell, Treasurer & Web Master; Sky Mitchell, Secretary, RE Teacher & Newsletter Editor; Marolen Mullinax, Member-At-Large & Philanthropy Chair; Jessica Noble, Member-at-Large & Adult RE Teacher; Betty Golding, Member-at-Large & Music Director
Also Present: Gelene Grim, RE Director; Don Eakin, Building & Grounds Chair; Bob Winters, Guitar Player, Furniture Designer/Builder & Sound System Engineer; Hollis Pugsley, RE teacher; and Jay Noble, Lay Leader.
Jo called the meeting to order at 12:53 by lighting the chalice.
Sky distributed copies of the minutes from the October 14, 2007 meeting. Jo asked for additions or corrections. Huey said he had a question: where did the $778 figure come from that Ruth referred to in the 3rd to the last paragraph. Sky showed him Jack McElroy's Alpine Road Concert Series Attendance and Revenue Summary sheet that he presented to the Board at the October meeting. In the column titled "Income to UFL" the total is $778.40. Huey said that that amount could not be counted as a lump sum because it spanned two UFL fiscal years. Marolen suggested that it be divided into 2006-2007 and 2007-2008 fiscal year amounts for bookkeeping purposes. Huey said that would work. Jessica made the motion to accept the minutes as presented. Huey seconded it. It was passed unanimously by voice vote.
Jo then asked Huey for the Treasurer's report. He distributed copies of the bank statement and said that the UUFL Expense Statement and Balance Sheets were posted online for everyone to examine. Don asked how much money was still owed on the property and what our monthly mortgage payments are. Huey said there is approximately $80,000 to $85,000 still owing on the property. We have two monthly mortgage payments: $636.08 for the main building and $277.13 for the RE building which comes to about $1000 a month. Jessica made the motion that the Treasurer's report be accepted and filed for audit. Marolen seconded the motion. The Board agreed unanimously.
Ruth said that, once again, she has all the programs and lay leaders lined up for the coming month but does not have titles or blurbs from the presenters. As soon as that information is available, she will distribute it to the Board and the Worship Committee.
Don presented a report on the Building and Grounds. He replaced a spotlight out front and still needs to repair one of the exit lights. He has not been able to contact the person Peg Nader suggested for cleaning the carpets. Chip recommended a plumber and brought him by to look at the building but Don has not received a report from him.
Sheila McElroy has retired from her position of RE teacher. It was noted that her name needs to be removed from the weekly bulletin and monthly newsletter. Holly stated that Huey has been given a list of books that can be ordered from the UUA Bookstore that she and Gelene would like to add to the R E Library.
Gelene said she would like to contribute an article to the newsletter each month highlighting RE activities. Sky was more than happy to accept her offer. Jessica said she would like someone to work with her on Adult RE. Jo suggested that that request be made during Sunday announcements, put in the newsletter, and posted on the website. Huey said that an RE teaching/childcare schedule of who is working when is needed. Everyone agreed. Gelene said she will meet with her staff and put together a schedule. Jessica said she will be conducting Adult R E classes and discussions when Curtis tells her that he has finished A Chosen Faith and is ready to discuss it. She would like to make these classes available to all interested adults, not just those considering becoming UFL members.
Marolen reported that she invited all members and friends of the Fellowship to suggest organizations they considered eligible and worthy of receiving donations from the UFL using the money that has been allocated in our budget for Social Concerns. After taking all suggestions into consideration, Marolen presented the following organizations and amounts to the Board:
Refuge International $100
Heifer International 25
The Compassionate Friends 25
Southern Poverty Law Center 25
Longview Interfaith Hospitality Network 100
Longview Habitat for Humanity 100
Longview Community Ministries 100
East Texas Child Advocates 50
East Texas Women's Center 50
Longview Police Department's Blue Santa 50
Sky said she would like all donations to go to year-round programs. Holly suggested that the $50 assigned to LPD's Blue Santa programed be given to the SPLC instead. Everyone on the Board concurred. Marolen said that the donations come to a total of $625 which would leave approximately $131 in the Social Concerns account. She said she would get a list of names and addresses to the Treasurer so he could write and mail the checks.
The Board next took up our grant monies. We are now close to our Matching Grant goal of $1000 with $809 in the bank. Huey still has a lot of t-shirts available. Jo suggested a special collection could be taken up one Sunday.
Huey said part of the NTAUUS grant funds can be used for advertising. Sky said the UUA ads in Time magazine will run through December, so an ad in the Longview News-Journal could piggyback on that. Ruth said she would speak with Beecher about how to go about that. Marolen suggested an ad also be placed in the East Texas Review which is available free in grocery stores and banks. She will contact the editor about to see about the cost for doing that.
Huey asked at what stage of development the Outdoor Classroom was at. Sky said she would ask Chip Koepke to drive the project. She asked Don if he would work with Chip on the project and Don said yes. Huey said the Board would like to have a report, with cost estimates, at the January meeting. Don agreed.
Bob Winters then explained and presented the Special Events altar table that he made. He had set it up at the edge of the stage. He explained that the way he had designed it made it easy to set up, disassemble, and store. It would also be easy to make any necessary alterations if needed. Everyone was most impressed by the design and how it fit the space. Bob noted that a cloth covering would be needed. Marolen and Holly will get together with their fabric boxes and sewing skills and see what they can come up with. There was some concern about the thickness of the boarding on top - whether it was strong enough. Bob felt it was and that we should give it a try before investing in quarter-inch plywood. Ruth agreed to test it.
Jay and Jessica Noble volunteered their home for the annual Winter Holiday Christmas Party. It will be pot luck and there will be a white elephant gift exchange. All attendees will be invited to entertain with music, dance or drama. Sky will put an announcement in the newsletter.
Don said he would like the UFL to keep a "Last Wishes" file for those members and friends who would like to contribute to it. He explained that it contained all necessary and pertinent information concerning who is to be notified and what is to be done at the time of your imminent and ensuing demise. Marolen said she would work with Don to find out how to set it up.
There was discussion about setting up a Pastoral Care Committee. Jo, Holly, Don and Ruth said they would be interested in serving on that committee. Jo said she had intended to attend a Pastoral Care workshop that was being offered in the Longview area, but opted out when it was revealed you had to be Christian-oriented. There is pastoral care training done by the UUA. Ruth made a motion that we explore the possibility of setting up a UFL Pastoral Care Committee. Jessica seconded. The Board passed it unanimously.
A rotating schedule to attend the monthly NTAUUS (third Sunday) meetings was made: Ruth, Jo, Huey, Jessica. Ruth will begin the rotation by attending the January 20th meeting.
Huey noted that our membership count is due to the UUA in January. Our dues in that organization, as well as SWUUC and NTAUUS, are based on this count. It is, therefore, time to scrub our membership list and make sure it is up to date. As secretary, Sky is responsible for maintaining the Membership Book. She will draw up a list of members who are listed in the book and present it to the Board for scrubbing at the next meeting.
Bob has noticed that Don is frequently left doing the Sunday clean-up. Bob suggests that it be announced during the Sunday Announcements who has Coffee, Snacks, and CLEAN-UP duty that Sunday and the following Sunday. Jo said that was an excellent idea. It was suggested that is could be part of the Lay Leader's responsibility to make that announcement.
Betty said she and Bob would like to work with the children in the area of music and drama and public speaking so they could do an occasional presentation for the Fellowship. Gelene said the RE staff would very much like to have Bob and Betty work with the children. After some discussion, it was decided that the best time for Bob and Betty to work with the children would be during Talk Back. Ruth asked that the timing and subject matter be coordinated with the Worship Committee's schedule. Marolen made a motion that Bob and Betty coordinate with the Worship Committee to develop programs that involve participation by the children. Huey seconded it. It was passed unanimously by the Board.
Jo asked if there was any further business. There was none. Jo extinguished the candle and the meeting ended at approximately 2:30 p.m.
Sky Mitchell, Secretary
Unitarian Universalist Fellowship of Longview