Minutes of the Unitarian Universalist Congregation of Atlanta Congregational Meeting December 14, 2014 The meeting was called to order by Board President, June Lester, at 12:45pm. Powerpoint slides were projected on the large screen in the sanctuary. We Begin in Covenant The Chalice was lit by President Elect Amelia Shenstone, with words from Francis David and our Covenant of Healthy Relationships. June appointed Bill Mengel as Process Observer. Our Democratic Process June reviewed the Meeting Protocols. June recognized our Parliamentarian, Mary Ann Oakley. June recognized Paul Lowry and the Nominating Committee, who are serving as Tellers, to establish a quorum. Tellers reported 152 members present. Quorum was established. Decisive Action Approval of May Congregational Meeting Minutes: Board Secretary Karen Martin moved that the Congregation approve the minutes of the May 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. Financial Report: Trustee for Finance Grier Page reported on the financial standing of the Congregation and the proposed 2015 Operating Budget. o We have had a good year financially. Income from pledges, plates and fund raising have been high. Expenses have been under control. We received a 1
$50,000 bequest. We currently have a surplus on the year of about $120,000 but that number will be lower by the end of the year due to outstanding expenses. o For 2015, we currently have 448 pledges for $852,181. There are a number of active members who have not yet pledged. We are projecting a final pledge amount at approximately $866,800. o In 2015 and in future budgets, we will not use carry over funds. We are assuming 95% of pledges will be paid in 2015. We are budgeting for two new staff positions, the Associate Minister for Life Long Learning and Growth and the Facilities Administrator. o In 2015, all staff are given a 1.9% cost of living increase in salary. We are moving toward our Fair Compensation goals. The ministers Professional Development expenses are increased. Many departments receive a 3% increase. The salary budgeted for our new AMLLG is well above the minimum fair compensation rate. o Because we have received additional pledges since the Congregational mailing went out, we are able to consider a revised 2015 budget. Grier moved to suspend the rules in order to consider a revision to the budget that was mailed to the Congregation. The motion was seconded by Karen Reagle. The motion passed with one abstention. o Grier presented proposed changes to the budget that were made possible due to $19,003 in additional pledges coming in after the last Board Meeting and the Congregational mailing. o The proposed revisions added $1,275 to Social Justice, $2,100 to Music and $ 14,628 to UUA Dues. o Cindy Hoffner discovered an error on the table showing proposed budget revisions. The line items total was $1000 short of the $19,003 total. Grier corrected the line for UUA dues from $14,628 to $15,628 keeping the total at $19,003. [NOTE: The $1000 was a restoration of a cut to the worship line, not an addition to the UUA dues, and was not included in the table. The correct amounts were displayed on the summary budget voted on by the Congregation.] Grier moved to approve the revised 2015 Budget. The motion was seconded by David Spierman. 2
Discussion: Melissa Mack expressed concern that since the Communication Specialist position is part time at 25 hours a week, it may cause continued turnover and will not set the Communication Specialist up for success. June explained that the decision is made by the Executive and we are sure that he appreciates the input. Katy Durham suggested that we use some of the money added to our UUA dues to pay for our own staff positions and keep dues closer to where they were last year. Joetta Prost stated that as the person who was president when we had to give up our status as a Fair Share Congregation, she supports the increase that will take us back closer to where we were two years ago. The UUA provides a lot of support to the Congregation. We want to get back to being a Fair Share Congregation. Jerry Moore expressed concern that the Give Away the Plate program now gives away less than 50% of our plates. He also asked what the reason was for basing the budget on 95% of pledged income instead of 92%.Grier explained that historically we have used the 95% amount but in 2013, pledges were paid at 92.2% so the 2014 budget was based on 92%. This year pledges have been paid above 95% so we are going back to the 95% of pledged income number. Cindy Hoffner asked that we clarify where we are on UUA dues relative to what we have been asked to pay. Grier explained that in 2014, the UUA changed the method of determining Fair Share giving to a percentage of the Congregation s annual expenses rather than basing it on membership numbers. The UUA is asking for 7% of 2014 expenses, which comes to about $63,000. Last year we gave 3.5% of our budget. This year we have budgeted $46,000 which is 5.1%. Frank Casper asked what role Give Away the Plate has on our budget. Is it figured in as an expectation in income? June explained that it is figured in as income one Sunday a month and the two extra fifth Sundays in the year. GATP was beginning to decline. We did not have good connections between the Congregation and some recipients. We set a goal to establish a subset of recipients who had a closer connection to UUCA and thereby increase the giving. Other plates are used to supplement pledges in our budget. We gave away $27,000 this year with an average of about $2,000 each Give Away the Plate week. Bob Brewer asked where we were in terms of pension payments for staff. Grier explained that we pay 5%. UUA guidelines are at 10%. It will cost us $4,500 for each 3
percentage we add to pensions. We do have a plan to get to 10% over time. We want to make that a priority. Karen Reagle expressed a concern that she has applied for Give Away the Plate for SCLC Women and has been denied on three occasions because the Give Away the Plate Committee can t find what they want on the website. We should look again at the committee and be sure that materials do not have to be accessed on line. Sven Lovegren requested that we give a plate to The Mountain each year. June explained that that request would have to be addressed by the committee. Erin Stanfill stated that she is drafting a new process for Give Away the Plate and she called the question. The call was seconded by Joetta Prost. The call was approved. June called for a vote on the budget as amended and presented. The motion to approve the budget was approved with two abstentions. 2014 Surplus: Grier explained that we are projected to have a $59,000 to $78,000 surplus for the 2014 year. Grier asked for feedback on a list of suggestions for how we might spend the money. The Executive and the Board will continue to get input from the Congregation. The Board can authorize up to a 4% change in the budget but the remainder would have to be voted on by the Congregation in May. June urged the Congregation to talk to the Board to provide input. Approval of Bylaw Amendments: June gave an overview of the proposed changes to the Bylaws. o Providing authority and mechanism for the Congregation to take a public stand o Allow the Board to have virtual meetings o Allow for the suspension of the Senior Minister by the Board in a situation of consideration by the Congregation of dismissal for cause Chair of the Bylaws and Governance Committee Howard Lewis moved to amend the UUCA Bylaws with regard to the Authority granted to the Congregation in 4
accordance with the information mailed to members prior to this meeting and posted on the UUCA website for Article IV. Authority. Discussion: There were no questions or comments. June called for a vote. The motion carried. Bylaws and Governance Committee Chair Howard Lewis moved to amend the UUCA Bylaws with regard to Congregational Business Meetings in accordance with the information mailed to members prior to this meeting and posted on the UUCA website for Article VII. Congregational Business Meetings, new Section C Taking a Public Stand. Discussion: Board Secretary Karen Martin provided the Board s explanation for the proposed amendment. o Provides a mechanism for Taking a Public Stand, with the detailed process to be established in Board policy o Allows for sufficient time between the proposal to take a public stand and the vote on it for thorough discussion and consideration by the Congregation o Requires a ¾ majority vote of those present, in order to ensure strong support for the stand [Note: proposed Board policy requires a 20% quorum for the meeting at which the stand is considered] David Spierman spoke against the motion, stating that he believes that the process would never allow the Congregation to take a stand because it requires a super majority, a separate Congregational meeting and a 20% quorum. He would like the percentage changed downward. June explained that it may but does not have to be a separate meeting. It would depend upon when the issue came up. Bob Brewer supports the idea but was concerned about the possibility of a few people having very strong feelings against a proposed resolution especially because we pride ourselves on being inclusive. Where did the ¾ for approval come from? The ¾ for approval is meant to ensure strong support for the resolution. June explained that the Board Policy expressly states that no individual member is bound by the public stand and that a diversity of opinion is cherished and offers opportunities for dialogue. The Board wanted substantial support for a public stand from the Congregation. 5
Sven Lovegren asked for clarification about the 15% that was talked about in the Town Hall meetings. June explained that the 15% relates to the number of signatures needed on the petition. The number for quorum is 20%. Myles Smith believes that the amendment is not necessary because Rev. Makar can make public statements. Who will care? Why go to the trouble? It is not worth passing. Joetta Prost explained that this has been discussed by at least the two previous Boards. She gave an example of how this could be important for UUCA to be able to do. On the issue of Marriage Equality, UUCA could join as an amicus curiae on a court case. In the Virginia ruling, 4 or 5 amici were UU congregations. Allen Rider urged support for the amendment saying that we have to have the courage to take a stand on important issues. The Board has done a good job of putting checks in place. Reverend Makar wished to speak but could not be recognized because he is not a member. Mary Ann Oakley moved to suspend the rules to allow Rev. Makar to speak. The motion was seconded and passed. Rev. Makar spoke in support of the motion. He said that it was important to the growth of the Congregation, it is our 5 th Principle and it is a way of expressing our commitment to democratic practice. The Board Policy must keep us in Covenant. Diane Gornell expressed concern for the timing of the process. Does it have to happen at one of the two Congregational Business Meetings? Could it be done by email or on Sundays to speed up the process? June explained that the process in the policy is to call a special meeting. The policy specifies time for notice, discussion and education on the issue. Boyd McKeown stated that he has attended at least two other Congregational Meetings where this issue has been discussed. The Board has done a good job and he moved to call the question. The motion was seconded by Rebecca Kaye. June called for vote. The motion to call the question passed. June called for a vote. The motion passed with 3 opposed and 4 abstentions. Howard Lewis moved to amend the UUCA Bylaws regarding Board of Trustees Meetings as distributed to UUCA members and as posted on the UUCA website in advance of this meeting for Article X. Board of Trustees Section D. Meetings. 6
Discussion: Karen Martin provided the Board rationale for the change. The Board needs to be able to meet virtually in situations such as that encountered during the snowstorms last January and to allow Board members to attend virtually when out of town. Doug Abell asked whether we have the technology to accomplish this. June stated that we are in the process of getting the technology. June called for a vote. The motion passed with one opposed. Howard Lewis moved to amend the UUCA Bylaws regarding Termination of a Senior Minister as distributed to UUCA members and as posted on the UUCA website in advance of this meeting for Article XIII, Sec. A.4 Termination. Discussion: Karen Martin presented the Board rationale for the proposed changes. o We have had a conflict between the Letter of Agreement with the Senior Minister and the Bylaws for 7 years. The recent review of the Letter of Agreement identified this conflict and brought to light a need for the Board to have authority to take protective action in the interim between a Board vote to recommend that the Congregation dismiss a Senior Minister for cause and the actual vote by the Congregation. o The only body that can dismiss a Senior Minister remains the Congregation. This does not change. o The recommended change also removes the requirement that a Senior Minister dismissed by the Congregation for cause be given 3 months notice or 3 months salary. Christian Harden moved to amend the amendment with the following language for Article XIII The Minister Section A.4.(b) and (c). Changes intended in the original motion as mailed to the Congregation appear in italics; new changes introduced in this motion are in bold italics. o (b) Should a consideration of the Board vote for dismissal for cause (as defined in the letter of agreement) arise, then the Board may immediately suspend the Senior Minister in advance of a decision vote by the Congregation. (c) In the event of a vote to dismiss, the Senior Minister shall be given a minimum of three months notice, or, in place of notice, a minimum of the 7
equivalent of three months salary. However, in the event of a vote of the Congregation to dismiss the Senior Minister for cause, as defined in the letter of agreement, the Senior Minister is not eligible for entitled to three months notice or for severance pay. Joetta Prost seconded the motion to amend the amendment. Discussion: Howard Lewis provided the rationale for the amendment to the amendment. o This improved language was created by the Ad Hoc Letter of Agreement Review Committee after the Board had approved the language that was distributed to the Congregation. Sven Lovegren expressed skepticism about the need for the Congregation to dismiss the minister after the Board had suspended the minister because he/she would be gone after a vote to suspend. He was concerned that the original amendment would interfere with the Congregation s authority to dismiss the minister. June reminded congregants to speak to the amendment to the amendment. Joetta Prost spoke as part of the team that crafted the new language. The new language clarifies that an actual vote of the Congregation would be required. The not entitled to language leaves some leeway for the Board to make a decision that might be appropriate for reasons of compassion. June called for a vote on the Amendment to the Amendment. The motion passed. Discussion: June called for discussion of the main motion as it has been amended. Bob Brewer asked what constituted cause. June stated that cause was spelled out in the Letter of Agreement and it included things like felony, sexual misconduct and loss of fellowship with the UUA. A copy of the Letter will be posted for the Congregation to see. Katy Durham suggested that in light of the seriousness of the nature of for cause allegations, we should keep the not eligible for language in the Letter. June stated that we have already passed the new language. 8
Katy Durham moved to amend the amendment to keep the other changes but restore the not eligible for language back to the amendment. The motion was seconded. Discussion: Cindy Hoffner supported the not eligible for language for reasons of compassion. She supports the Board being able to make decisions based on the circumstances. June called for a vote on the new Amendment to the Amendment. The motion failed. Discussion of Main Steve Bell asked what has happened to cause this kind of framework to be created. June explained that this is an attempt to reconcile the Letter of Agreement with the Bylaws. This proposal attempts to protect the Congregation in the interim period between when the Board might recommend that the Congregation vote to terminate a minister and when the actual vote could take place. Reverend Duncan Teague asked for clarification that these steps would also serve to balance the agreement to work in Policy Governance with the power of the democracy of the Congregation. June agreed and added that as stated earlier, this would not have any effect on the role of the Congregation as the entity that can vote to dismiss a minister. Beth Davis noted that the vote to dismiss a senior minister is a major process and wondered whether we should require a ¾ or 2/3 vote rather than a simple majority. June stated that this would require a different motion. She called attention to the fact that the quorum for a meeting to dismiss a minister was 30% which is a high bar. Beth stated that in the past when there has been a dismissal of an Associate Minister, severance pay was 6 months. June pointed out that we no longer have called Associate Ministers; now they are hired. Also, Tony Stringer, who is a member of the Ministerial Fellowship Committee, has pointed out in Town Halls that it is extraordinarily rare for a vote to dismiss a minister for cause to ever come to a vote of a Congregation because there are steps in place whereby the UUA, UUMA, Regional and District Boards would negotiate a resolution for resignation. It is best however to have procedures in place and to put them into place when there is no question of them being needed at the moment. 9
Sven Lovegren asked for clarification on what the conflict was between the minister s Letter of Agreement and the Bylaws. He also expressed concern that dismissal by the Board would leave little need for the Congregation to vote to dismiss. June explained that only the Congregation can vote to dismiss. The Board could vote to suspend in the interim. The Letter of Agreement said that the Minister could be dismissed by the Board which is in conflict with the Bylaws. John Hinkle expressed concern that we may be about to lose our quorum. June called for a vote on the Amendment as it was amended. The motion passed with two opposed. Important Reports Report from the Senior Minister, Rev. Anthony Makar Rev. Makar recognized and thanked staff and volunteers. He reviewed our four Aspirations. He stated that we are working our Long Range Plan and that he uses it to guide his monthly reports to the Board. We are in the third year of implementation. The Annual Implementation Plan is a work plan for the staff. Enhance engagement and enrichment in the congregation: Jessica Seales has created an Usher/Greeter Transition Team to review our work in these areas including how we take attendance. EnterCulture will be offering monthly workshops to support our multiculturalism ministry. We are making progress on having a dialogue between concerned citizens and police. We now have a new Adult RE Team led by Rev. Thickstun. Rev. Makar has interviewed candidates for our new Settled Associate Minister who happen to be people of color. Our Congregational Record is up and available for candidates to see. We expect to make continued progress during the first quarter. We will exchange information with candidates, set up phone interviews and have on site face-to-face interviews with our strongest candidates. The advisory team and Rev. Makar will witness the candidates preaching and leading liturgical elements. Rev. Makar will select the new, hired Associate Minister from among the precandidates. The new minister will begin work August 1. Jessica has worked with Sonya Tinsley-Hook, our Fun and Fellowship Coordinator, on activities to promote fun within the Congregation. The picture directory is due out in January. We are implementing theme-based worship with services focusing on a monthly theme. Director of Music Don Milton is leading an initiative to re-establish Theatre Arts at UUCA. 10
Increase impact in the larger world: We are continuing to develop our Social Justice Coordinating Team. They are working on coordinating all of our social justice groups. They are developing a policy for All- Congregation Social Justice Projects. Pride Sunday and Children s Sabbath provide opportunities for us to partner with outside community organizations. Wednesday, March 4, we will have the families of our UU martyrs at UUCA for the 50 th anniversary of the March on Selma. Improving our effectiveness in communicating our message: We are transitioning to a new Communications Specialist. Rev. Makar has just hired a new Facilities Administrator at 20 hours a week. He is in search for a new Director of Administration. We are about to implement new software called The City. In addition to enhancing communication, it will be our technology infrastructure that will support our centralized volunteer system. In May, Tandi Rogers will lead a workshop on Fundamentals of UU Evangelism. We are developing a technology wish list for enabling us to put video of sermons on the web. We cannot post music due to copyright law. Ensure adequate resources to fulfill our potential: Rev. Makar thanked the leaders of the 2015 Stewardship Campaign and the Fun 4 Funds leaders. Bill Clontz will be here in March to provide consultation around fund raising, generosity, and our transition to year-round stewardship. We are making improvements to our Fundraising Policy. Dan Hotchkiss will be here in February to provide consultation on our governance model. We have a new Facilities Administrator. Bailey Pope is heading our Facilities Study Task Force who are in conversation with many different stakeholder groups. Rev. Makar thanked the Congregation for their continued participation and expressed that it is an honor for him to serve this Congregation. 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; DISCERNING how to realize our potential as a multiracial, multiethnic, multicultural, and multigenerational congregation; 11
DISCERNING how to balance competing commitments to provide fair compensation to our staff and to meet our obligations for denominational support. DISCERNING how to successfully live through multiple staff transitions. DISCERNING how to adjust our thinking about what size congregation we are and who we are. 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. In addition, we have tried to focus on transparency by putting the Board Meeting Agendas and Minutes, the Board assessment of progress on the Long Range Plan and the Minister s Letter of Agreement on the website. We are also focusing on Board engagement and support for Anti-racism, Anti-oppression and Multi-cultural issues. June thanked all participants. She recognized Bill Mengel for Observer s Insights. Erin Stanfill provided closing words. June adjourned the meeting at 2:32pm. 12