Minutes of the Unitarian Universalist Congregation of Atlanta Congregational Meeting May 17, 2015

Transcription

1 Minutes of the Unitarian Universalist Congregation of Atlanta Congregational Meeting May 17, 2015 The meeting was called to order by Board President, June Lester, at 11:37 a.m. Powerpoint slides were projected on the large screen in the sanctuary. We Begin in Covenant The Chalice was lit by candidate for President Elect Melissa Marion-Landis, with words from Francis David and our Covenant of Healthy Relationships. June appointed Christian Harden as Process Observer. Our Democratic Process June appointed our Parliamentarian, Mary Ann Oakley. June appointed Paul Lowry and the Nominating Committee as our Tellers and charged them with determining whether we had quorum. A quorum of 137 or 20% of 687 voting members was needed. Tellers reported 153 voting members present. Quorum was established. June reviewed the Meeting Protocols. Decisive Action Approval of December Congregational Meeting Minutes: Board Secretary, Karen Martin, moved that the Congregation approve the minutes of the December 2014 Congregational Meeting as posted on the UUCA website. The motion was seconded by Oreon Mann. There were no questions or discussion. The motion passed unanimously. 1

2 Election of Board of Trustees and Nominating Committee Members: Paul Lowry presented the slate of nominees and stated the length of each term. o President Elect: Melissa Marion-Landais o Trustees: Jon Johnson (2-year term) Michael Kuhar Jane Mengel Erin Stanfill o Nominating Committee: Terry Beale Lisa Guyton Nancy Lins Sarah Patterson (1-year term) All nominees were present and introduced. Motion Paul Lowry made a motion to accept the entire slate of nominees as presented. The motion was seconded. Vote June called for a vote. The motion was passed unanimously by voting members present with an additional 17 votes in favor of the slate made by absentee ballot. Four absentee ballots were not in favor of the slate. Approval of Bylaw Amendments: June gave an overview of the proposed changes to the Bylaws. o Clarify language regarding removal from membership o Provision regarding dismissal for cause of an Additional Minister Motion: Chair of the Bylaws and Governance Committee, Howard Lewis, moved to amend the UUCA Bylaws with regard to Removal from Membership in accordance with the information mailed to members prior to this meeting and posted on the UUCA website. The language was projected on the large screen. o Article V. MEMBERSHIP 2

3 o 6. Removal from Membership o a. The names of all members who did not make a contribution of record in either the current or previous fiscal year and who have not recorded a pledge for the current fiscal year shall be removed from the membership list prior to the annual membership report to the UUA. This removal shall occur only after two good faith attempts to contact the member have failed to result in a contribution. Discussion: Bylaws and Governance Committee Member, Karen Martin, provided the Board s rationale for the amendment. o Currently, Article V, Section 6 of the Bylaws provides for the removal of names of members who have not made a contribution of record in the previous fiscal year and who have not pledged in the current fiscal year. The Board has found that the current language has led to some confusion regarding when members should be removed. o We believe that the proposed language is more compatible with Article V, Section 1, which requires members to make a contribution of record to join the Congregation. o The purpose of this change is to increase clarity. Karen Reagle asked that the two good faith attempts to contact the member prior to removal not be made by only. Not everyone has . She recommended some type of personal contact. June replied that the term good faith attempts would require multiple means of contact using whatever contact information we have. This is already current practice. Vote: June called for a vote. The motion passed unanimously. Motion: Bylaws and Governance Committee Chair, Howard Lewis, moved to amend the UUCA Bylaws with regard to Article XIII. MINISTRY Section B. Additional Minister(s) 4. Termination (b) in accordance with the information mailed to members prior to this meeting and posted on the UUCA website. The language was projected on the large screen. o ARTICLE XIII. MINISTRY o Section B. Additional Minister(s) 4. Termination 3

4 o (b). An additional Minister may be dismissed by the Senior Minister. In the event of dismissal, the Minister shall be given a minimum of three months notice, or, in place of notice, a minimum of the equivalent of three months salary. However, in the event that the Senior Minister determines that the Minister shall be dismissed for cause, as defined in the letter of agreement, the Minister is not entitled to three months notice or severance pay. Discussion: Board Secretary Karen Martin provided the Board s explanation for the proposed amendment. o Currently, Article XIII, Section B 4 (b) provides that an Additional Minister is entitled to three months notice, or in the alternative, three months severance pay following termination. o Based on changes to the Bylaws in December, the Senior Minister is not entitled to these benefits if terminated for cause as defined by his/her contract. o This change makes the provision regarding Additional Ministers mirror that of the Senior Minister. o There was no further discussion. Vote: June called for a vote. The motion passed unanimously Midyear Financial Discussion: Trustee for Finance, Grier Page, introduced the past and the upcoming year s Finance Committee Members. He invited Congregation members to join the open Finance Committee meetings on the third Monday of each month. Grier explained that the focus of the Finance Committee this year has been maintaining stability through numerous administrative transitions and developing a plan for our 2014 surplus. Grier thanked the staff, especially Karen Roy and Travis Vaughn, as well as the many office volunteers who assist with our financial work. In the coming year, the focus of the Finance Committee will be o working with Generosity and Stewardship on year-round pledging o greater communication with the UUCA Endowment Fund Board o more financial communications in the Orders of Service o quarterly statements on the website o developing more strategic long-range financial planning Grier reviewed our current 2015 financials to date. We are currently $36,000 ahead for the year. Expenses are in line with expectations. 4

5 Grier stated that we ended 2014 with a $149,445 surplus and gave several reasons why this occurred. o Great generosity of UUCA members o Reduction in estimate of pay on pledge from 95% to 92% in 2014 but members paid over 95% of pledge o Very effective UUCA Fun for Funds o Careful management of expenditures by UUCA staff o Decision to go to a zero basis budget each year. No carry over from year to year. The Finance Committee has complied recommendations for uses of the surplus with significant input from the Facilities Study Team (who sought input from many UUCA constituent groups), the UUCA Board, the Building and Grounds Team and UUCA s Executive and staff. Proposed categories for uses of the surplus were projected on the large screen. o Short term debt reduction o Strengthen Leadership o Energize current membership o Enhance outreach o Protect assets, minimize risks o UUA relationship Motion: Grier moved that we amend the FY 2015 Budget income and expenses by $149,445. o Move to amend the approved 2015 budget by increasing the income by $149, 445, to a total of $1,127,322, and the expenditures by $149, 445, to a total of $1,127,322, as mailed to members prior to this meeting and posted on the UUCA website. Discussion: Karen Reagle asked whether we currently hold adequate insurance including coverage for tornado, rising water and earthquake. Also, do we have a way of notifying the Congregation should there be a disaster? Grier gave an estimate of insurance coverage from memory. Melissa Marion-Landais is reviewing our coverage and meeting with a church insurance expert who believes that we are well covered. Rev. Makar stated that we do have a Communications Policy but we do not have an Emergency Response Team. One would need to be recruited. Godfrey Oakley asked what happened to increasing staff retirement and salary. Grier explained that we did not want to put surplus money toward items that 5

6 would recur each year. We would not want to withdraw raises if future income did not support them; therefore we funded bonuses rather that salary increases. Alyce Macon asked whether we considered putting some money aside for our long-term needs. Grier responded that yes, that was a consideration but we opted for using the money for more immediate and visible needs. We do have a starter fund for parking lot work that came from our parking lot rental. Joetta Prost reminded us that the best way to increase staff salary and benefits is to increase your pledge and pay your pledge. Babs Hajdusiewicz asked where we would get the money for large projects. We would have to use a variety of strategies and sources. Director of Music, Don Milton, asked for and was given permission to speak. He is planning benefit concerts to raise money to perform needed maintenance on our piano. Sven Lovegren commented that putting the money from the 2014 surplus into the 2015 budget is not in line with zero based budgeting. Grier explained that the Executive and the Board can only vary the approved budget by 4%. Any spending beyond that has to be approved by the Congregation. Susan Johnson asked the committee to consider making Fair Compensation the number one priority in the next budget. Grier explained that the Executive develops the budget. The UUA has increased the Fair Compensation targets. 65%-70% of the budget goes to staffing. Other expenses are kept at a minimum. We will either have to increase pledges or cut staff in order to achieve full Fair Compensation. Fair Compensation is already the highest priority for money coming from pledges. Motion Roberd Macon moved to Call the Question. The motion was seconded. Vote: June called for a vote. The motion passed unanimously. 6

7 Vote: June repeated the motion to amend the budget by the amount of the surplus which had been made by Grier. June called for a vote. The motion passed with one opposed and one abstention. Important Reports Report from the Senior Minister, Rev. Anthony Makar Rev. Makar reviewed our four Aspirations and outlined progress we have made toward achieving each one. Enhance engagement and enrichment in the congregation: Focus on Anti-Racism, Anti-Oppression, and Multiculturalism (body shame, mental health/mental illness, GLBTQ equality, racial justice) EnterCulture Volunteer support and development Jessica Seales building infrastructure, The City Adult RE Theater Arts Don Milton leading summer theatrical programs Visual Arts Kathy Collins now leading the visual arts program Increase impact in the larger world: All-congregational justice project process in place UUCA the center of metro Atlanta UU partnerships (MLK Day of Service, Remembering Selma) Partnership with community organizations (CDC, Toco Hills Comm. Alliance, Georgia Psychological Association, Religious Institute) Improving our effectiveness in communicating our message: Stability in staffing Communications Volunteer Team May 30 evangelism workshop, to be led by UUA staffer Tandi Rogers After extensive research, purchase of equipment that will enable us to podcast quality video of sermons and worship segments 7

8 Ensure adequate resources to fulfill our potential: Two Major Consultations (Hotchkiss and Clontz) Management of Staff Transitions Lindi Dye-Facilities Administrator adding 5 hours a week to the Children s Programs Coordinator position Search for Associate Minister Rev. Jonathan Rogers to serve as Interim Associate Minister This year s search yielded the most diverse set of candidates UUCA has had Facilities Study Team Fundraising (Fun for Funds, Floralia) Year-Round Stewardship Rev. David Pyle- Consultant for Year-Round Stewardship Fair Compensation UUCA is committed to Fair Compensation to remain competitive and to support our staff UUA periodically adjusts targets Our Fair Compensation Plan gets us to current targets by 2021 We are currently at or above Fair Compensation minimums for salaries but not for benefits Building and Grounds/Aesthetics Team UUCA Endowment Fund Report Roberd Macon, President of the UUCA Endowment Fund Board, gave his report. The UUCA Endowment Fund is a tax exempt corporation established in 1970 to provide support to UUCA. We currently manage $657,000. This year we have made contributions to Phase II of the playground renovation. The Endowment Fund Board is establishing a Birthday Club and encourages everyone to make an annual donation to the fund in an amount equal to your age. Roberd introduced Eric Pohl as a new member of the Board replacing longtime Board member, Frank Chew. Report from the Board President, June Lester This has been a year of Discernment in the following ways: DISCERNING how best to match our physical resources to achievement of our mission and our Ends Statements; Surplus enabling improvements of our physical home Facilities Study Team report recommendations for long-term needs DISCERNING how to realize our potential as a multiracial, multiethnic, multicultural, and multigenerational congregation; 8

9 Board Policy revisions adding AR/AO/MC elements to Executive Limitations Discussion focus on Board s role in promoting AR/AO/MC as core UUCA value DISCERNING how to balance competing commitments to provide fair compensation to our staff and to meet our obligations for denominational support. Surplus enabled meeting UUA obligations Fair compensation challenges DISCERNING how to successfully live through multiple staff transitions. New staff in place and working in partnership with congregants and Board DISCERNING how to adjust our thinking about what size congregation we are and who we are. Bylaws change and Board policy enabling Taking a Public Stand Survey follow-up meetings DISCERNING how to balance the Board s role of furthering our mission and ends with our role as fiduciary agents making sure we live within our means. Consultant reports digestion begun Assessment of Progress on Long Range Plan report June also recognized and thanked the Board members for their work on the various Committees of the Board. June thanked all participants. She recognized Christian Harden for Observer s Insights. June passed the gavel to our new president, Amelia Shenstone. Amelia thanked June for her service and presented gifts of a bouquet of roses and tickets to an Atlanta Symphony concert. Bill Mengel provided closing words from Barbara Pescan. The meeting was adjourned at 1:11p.m. 9