Board Members Attending: Kathy Parker (2016), Retiring President Marty Lieb (2017) Bob Mitchell (2017) Bari Roman (2017) Betty Duquesnoy (2018) Joan Harvey (2018) Becky Studer (2018) Michelle Coyne (2019) Audrey Masalehdan (2019) Alison Schwartz (2019) First Unitarian Church of Pittsburgh Board Meeting May 26, 2016 Minutes Board Members Absent: none Ex-Officio Board Members Attending: Attending: Rev David Herndon Ex-Officio Board Members Absent: Ward Kelsey Guests Attending: Steven Mead, DRE; Ray Schinhofen, Building & Grounds 1. CALL TO ORDER (7:30 PM). Becky Studer called the meeting to order. 2. OPENING WORDS (7:30 PM). Kathy Parker read We bid you welcome, #442 in our Hymnal Singing the Living Tradition. 3. ANNOUNCEMENTS (7:30 PM). Kathy announced the publication of the Volume XXXIX of the Journal of Unitarian Universalist History. This publication is edited by Kathy Parker, and includes articles by Peter Karsten and Kathy. As retiring President of the Board, Kathy highlighted the important work that we have been doing this past year, and urged us to continue. She is available in an advisory role as we continue working through these important changes. 4. WELCOME NEW TRUSTEES (7:30 PM) Kathy introduced and welcomed our two new members of the Board, Michelle Coyne and Alison Schwartz. Both are long-time members of this congregation. 5. NOMINATION & ELECTION OF BOARD PRESIDENT (7:40 PM). Betty nominated Audrey, Becky seconded. Audrey accepted nomination. 1
Bari nominated Bob, Bob declined nomination. Vote unanimous election of Audrey Masalehdan as new President. Audrey began presiding over the meeting, and said we would determine the election of other officers of the Board later on. Kathy said having two vice-presidents worked very well, with great collaboration. 6. RECRUITMENT OF non-board member RECORDING SECRETARY (7:45 PM) Pat Schuetz has retired as recording secretary, and although may be able to fill-in occasionally (rarely), is not able or willing to continue as recording secretary. Audrey will contact Kurt Summersgill, and Alison proposed several names to Audrey. 7. QUESTION OF VP SECRETARY (7:45 PM). Audrey introduced the position of VP Secretary, whose responsibilities are to include communications coordinator, calendar, draft agenda, archivist, and keeper of By-Laws. Bari said that Rev Pyle s recommendations suggest that the Secretary and Treasurer be elected members of the Board, which would necessitate change in the by-laws approved by congregational vote. Meanwhile (pending the report of the task force on by-laws), we will consider this position to be Vice President/Secretary rather than Secretary. Betty nominated Becky, Joan seconded, Becky accepted nomination. Vote unanimous election of Becky Studer as Vice President/Secretary. 8. BUILDING AND GROUNDS, CAPITAL PROJECTS UPDATES (7:50 PM) GARDEN STEP REPAIR RAY SCHINHOFEN. Ray discussed the bids for the repair/replacement of the flagstone steps between the garden sidewalk and the grass. The 5/17/2016 bid from Shelton Building Associates is $5,980, and a second bid that he received was approximately $1,000 higher. Discussion ensued regarding the merits, appearance, maintenance, longevity, history, and cost of repairing the flagstone steps vs replacing with aggregate concrete. Ray has a verbal estimate from the contractor who replaced our sidewalks, to replace the steps with aggregate concrete for approximately $3,000. In any case, we would need a railing, which would be ~$300 additional cost. The Board agreed that Ray should go ahead with the aggregate concrete instead of repairing the flagstone, and confirmed that Board approval of subsequent aspects of the project is not required because the project is under $5,000. The Board did ask Ray to keep the flagstones, for possible re-purposing in our garden area. They are part of the garden that was designed more than a century ago, and part of our history. GEOTHERMAL HVAC BOB MITCHELL. Bob provided an update on this process. We have received a 3 rd bid. The three bids are $568k, $835k, and $850k. Engineering contractor Jonathan Iams couldn t explain the large discrepancy, other than to postulate that the two high bidders did not want to do the job. 2
Discussion ensued regarding the current red-tagged boiler, timing of repairs, comprehensiveness of low bid, the technology, separation of boiler repair/replacement from AC component, cost differential with or without the geothermal wells, and principles of green HVAC. Comments from the congregation at the annual meeting were discussed. Though there were some requests for additional information, consensus is that people are eager to go forward with this project. Audrey wasn t sure if there was a vote to approve funds for the HVAC at the 2015 annual meeting, and she will obtain the minutes of that meeting to ascertain whether this is correct. Ray will contact the low bidder to ensure the bid is comprehensive, and bring details to the June 15 th Board meeting (or before by email for possible email vote). Ray excused himself from the meeting. 9. APPROVAL OF MINUTES FROM MAY 18 MEETING (8:15 PM). The May 18 minutes were not available. Becky will obtain them from Pat and email them to the Board for our review. Approval deferred to June 15 th meeting. 10. RELIGIOUS EDUCATION UDPATES SEARCH COMMITTEE FOR LIFESPAN RELIGIOUS EDUCATION DIRECTOR Steven presented names for the Search Committee, and reiterated the time-table for the search process. Joan and Alison are on the task force to fulfill two functions; first, to recruit the search committee members, and second, to work on defining the position and compensation. Additional names for the Search Committee were discussed, with consideration to include people without children, and people with children of various age ranges. Steven recommended Leo Sweeney as a Youth member of the Search Committee. Joan and Alison are tasked with bringing names of 5 people who have agreed to be on the Search Committee to the June meeting. Steven described the search process. There was an informational forum in April, and there will be a Town Hall meeting in October. David asked whether the Task Force or the Search Committee will be defining the position. The position definition will be collaboration of Steven, David, the task force and the Board. Steven said that David hired him, but that we are doing it differently this time. Bari requested clarification we have not discussed or voted on this. The task force is a committee of the Board, but pending governance changes (to be worked on through the summer), the search committee and hiring decision remains with the Senior Minister. Kathy excused herself from the meeting. 3
CAPITAL IMPROVEMENTS (8:30 PM) Steven described proposed improvements to all RE spaces. Work would be done during the month of August with both professional and volunteer labor, and is estimated to cost $30,000. Improvements will be for appearance and function of the classrooms, accommodation of the number and needs of the children of varying ages, and improvements to the Ellsworth side hallway and children s library. Multi-media will be added to increase functionality of rooms for RE, which includes adult RE, and to expand opportunities for rental income from groups using our facility. Involving the Building Committee, incorporating suggestions for repairs from the Green Sanctuary committee, our currently problematic wi-fi, and availability of capital funds were discussed. Steven is preparing a detailed description of the updates, has discussed this project with David, and will be working with Ray and the Building Committee. Details will be presented to the Board by the June meeting, for consideration of approval at that time. The Board thanks Steven for this thorough planning. 11. REVIEW OF TASK FORCE ASSIGNMENTS & ACTIVITY (8:55 PM) Audrey summarized three other current Task Forces: Personnel Committee (Marty, Betty). Committee on Ministry (Audrey, Bob, Ebe Emmons). By-laws (Kathy, Becky, Nick Izzo). Each Task Force is to make a brief presentation of activity at the June and subsequent Board meetings. Audrey noted the need to establish a Task Force to pursue a cultural shift toward increased and coordinated volunteerism. The Shared Ministry Committee is inactive, but AK Molteni has a database of member & friends skills and interests. Michelle said she has great success getting anyone to volunteer for anything, and will lead this task force. Additional members will be David, Becky, Joan, and invitations to AK Molteni, and Irene Haberman were suggested. Marty excused himself from the meeting. 12. SUMMARY OF CONSULTATION PROCESS WITH REV PYLE (9:00 PM) Audrey reported that the new members have the materials prepared by Rev. Pyle and each has a copy of Governance & Ministry 2 nd Edition, by Dan Hotchkiss. Rev. Pyle is available for our next meeting with him any Monday-Thursday evening in July. Bari will send out an electronic poll to determine the best date. The meeting will be discussion of church governance. 13. BOARD RETREAT (9:05 PM) It was confirmed that both new Board members can attend, and most continuing Board members present can attend on June 18th. David described the Annual Visioning of Ministry process currently underway with program staff, requested time to present this visioning to the Board at the retreat, and will determine whether other staff are available on June 18. If not, we will distribute an electronic poll to determine the best date, likely a different Saturday in June. 4
Audrey, Betty and Alison will organize the Board Retreat. 14. FINANCE COMMITTEE UPDATE (9:10 PM) Bari said that Stuart Hastings is eagerly involved, and the first projects are underway. These include examination of issues surrounding health insurance for staff, and increasing building rental income. 15. OTHER (9:10 PM) There was a brief discussion of existing committees, teams, and coordination of same, as well as communication with the congregation. Some congregants perceive that there are too many committees that take too long to do things. Our budding task forces are nimble, are formed for specific purposes and then dissolved. David noted that there are typically very few standing committees of a church board: these included Finance, Personnel (policy rather than management), Governance and Nominating. Regarding the HVAC urgency: Audrey will talk with Ebe, and then Becky and Marketing Team will coordinate communication. Regarding Treasurer: Ward is the Treasurer of record. All signature cards for investments are in his name, and will need to remain so until we formally transfer the title. Regarding Board President: Audrey will coordinate with Rita to sign the bank signature cards. Regarding Board meeting times: 7:00 pm 9:30 pm are on the 3 rd Wednesdays of each month, with additional meetings as needed. Regarding Hotchkiss: David commented on Hotchkiss s discussion of a Consent Agenda for Board meetings, where all documentation and agenda is provided ahead of time. Becky agreed this is excellent idea; we can communicate the agenda to the congregation ahead of time so people can make informed decisions about attending. 16. ADJOURN (9:28 PM) The meeting was adjourned at 9:28 PM. The next regularly scheduled meeting will be held on June 15, 2016 at 7:00 pm in the Schweitzer Room. Respectfully submitted, Bari Roman 5