UUCWI Board Meeting
March 15, 2004 at Trinity

Baird opened the meeting by lighting the chalice and reading an excerpt from the sermon by Rev. Sewell presented at AGM last month.

Previous minutes amended to note presence of Paula and Elaine and to add note that the Mission/Vision process will be postponed until Sept 18.

The new church brochure was distributed and all agreed is it excellent. Many thanks go to John A. for his hard work in generating this and for supporting it financially. The brochure will be an important part of the upcoming canvass. Canvass Kickoff Dinner will be Sat, April 10.

Minister’s Report: submitted via email. She will continue effort to connect with Pastors Lindus and Vergin.

Treasurer’s Report: Roy reported that the services auction netted over $3000. Dave noted that the congregation earned $500 from the democracy project they participated in –- many thanks go to Kit for that idea and to Malcolm for pursuing it. Marjorie asked on behalf of the Social Action Committee if our investments are socially responsible. At the moment we have just a CD. It was suggested the SA group develop a Policy on investment to submit to the Board. Roy summarized the financial status and projections for the year –- we are doing better than budgeted. Upcoming fundraisers include a rummage sale (being organized by Marjorie and Paula) at the Grange on May 8, a concert by Karin Blaine on March 20, and a concert by the Chaminade Trio on June 19. There may be a firewood sale next year. Another possible long-term fundraiser might be enticing other UUs to come visit Whidbey and donate to the congregation in exchange for staying with members. Dave and Roy have made a first pass at the budget for next year. Priorities for that budget are:

1. Afford our minister (UUA rates likely to increase)
2. Continue to keep the high quality of services (similar budget to this year; UUA rates likely to increase)
3. Improve the music quality (budget impact TBD)
4. Continue to offer a vibrant CRE (similar budget to this year)
5. Provide for advertising (requires increase)
6. Achieve balance in the operating funds by June 2005, with approx. half, or less of a deficit next year as we had approved this year
7. Begin to improve and utilize our land –- capital account impacts only
8. Provide some leadership training for key committees (provide some budget for hardship situations but don’t automatically subsidize)
9. All other functions to be kept tight, but consider “wish items” requested on their merits.

Chaplain’s Report: Mission/Vision process postponed until Sept 18 (not feasible in May since 75% of members must be present and many would be traveling). The M/V is a necessary precursor to Capital Campaign. Nan Geer will lead.

Building Committee Report: Roy would like the site plan to be approved by the Cong at the May Annual Mtg. In the meantime there will be an evening midweek mtg and another Sunday meeting to present info to the congregation and get feedback. Suggestion to display site plan near membership table on Sundays.

Capital Campaign: Elaine reports the committee would like the CC to begin in early Oct. It is important for us to be eligible for Chalice Lighter grant by encouraging members to be Chalice Lighters. Elaine will talk to Bill Graves about encouraging this. The CC committee will lead a summer service on the land related to upcoming CC issues.

Caring Connections: Al reported that the committee is working on a resource guide. Quite a few members of the congregation in need of some extra TLC.

Adult Programs: Sarah is enlisting members for her committee. Frances W. and Joan G. have agreed to serve. Dave will ask Ron V. if he would also be willing.

(Elaine departed at 10:00 am)

CRE: Paula presented the safety form. There was some discussion and modifications were suggested. Paula will go back to the committee for another iteration. Paula reports the committee is an enthusiastic, effective one. They are hoping to have a teen/youth program in the spring, perhaps a “Ropes Course”. Mavis will make 8 copies of the reference materials for the CRE committee, Al, and Kit.

Board and committee update: Roy and Elaine will leave the Board next year. Ron V. and Kent V. will be the replacements suggested by the nominating committee.

The Board approved committee chair changes requested: Malcolm F. will become the new Membership chair. Bill G. will become the new Worship Committee chair. Nancy S. will become Social Action chair.

Annual Meeting: May 16 is the best date.

Hymnals: Do we need more? Mavis will do a count. Encourage choir to return or buy their own. Suggest a call for hymnal “sponsorship” if we need more.

Agenda item for next mtg: Board will review the Policy on Contracting and Staffing

Check with District about updating the Puget Sound UU Congregation website for our congregation’s contact info (done –- Nancy will help them bring things up to date).

Also on the next agenda will be a discussion of wish list of tasks to accomplish before the end of the church year:

• Put a policy in place to protect children
• Have a written policy on personnel matters: contracting, staffing, benefits, etc.
• Have a sound budget plan that both affords our minister and balances within 16 months
• Have a site plan approved by the congregation
• Prepare for a fall Mission/Vision/Covenant workshop and congregational approval
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• Prepare for a fall Capital Campaign
• Prepare to take the first steps –- congregational training/workshop –- towards becoming a welcoming congregation

Meeting adjourned at 10:40

Next Board Mtg: Monday, April 12 8:30 – 10:30 am at Trinity.