Present: Ken M., Al G., Baird B., Elaine W., Roy B., Gail A.
Ken said Dave was out with a cold and will bring the safe paper depository to the next meeting. Brief check in around the table of committee members. Everyone felt pretty good about how the board had done this year.
March Minutes were approved with amendments.
Gail read the Treasurer’s report from Dave.He suggests we budget a year ahead for the minister’s salary so that attracting and keeping a good minister is not at risk for reasons of financial insecurity.
Sarah is resigning as bookkeeper at the end of the church year. Ken will ask Brenda C. about the position. . Baird suggested a regular bookkeeping audit of the church. . It will be put on the agenda for next month’s meeting.
The Social Action Committee has made a $50 donation to Hearts and Hammers, and they would have needed board approval for a larger donation. There was discussion about whether that amount should be enlarged. It will be on the next month’s agenda.
80 or 90 people have been contacted who have expressed an interest in the church, some in person, some by mailer. We have 3 new church members. There has been discussion about forming a singles group, since this church may be a bit couples oriented. Jack M. may be involved, and Baird will ask him to plumb interest on forming such a group. As of now we have 48 members, 33 pledging units, 6 pledging friends. Baird thinks membership will remain steady. The Board commended him for the job he had done. Baird said canvassing and membership are intertwined and he feels the physical presence of a church will increase both.
The first CRE weekend is Sunday, and we are beginning to see more children during service time. We have non parent staff involved with the program, which is a plus.
Gail reported Jean H. is in Coupeville as of today thanks to Roy for transportation, and a good response from our congregation. Another church potluck with music is being planned for Saturday May 17th. There will also be potlucks during candidating weekend.
Candidating weekend will be June 6-8. How will the board handle the ministerial contract? Dave forwarded several suggestions including the idea that the board select someone to be on a ministry support committee if the congregation approves candidate. Gail suggested a recommendation to next year’s board that the new minister start a program along the lines of ”how to be a UU parent.” Discussion will be on next month’s agenda.
Sarah, Peggy, and Wendy are on this committee. Wendy will spear head it. We’ll have a report from nominating committee as an agenda item for our May meeting.
Baird thinks our numbers will stay about the same. He thinks we’ll fall short of our dream budget, but a new minister will help. Canvass comments will go to Elaine to be collated and knowing they will not be ignored may be helpful in canvassing. Al gave us some history about how the canvass has improved over the years, due in large part to Baird's efforts. He feels we are poised to head off in the right direction.
Timing: when should it start? How long should it be in terms pledge timing? The new minister should be involved. When we go for a loan, we need to be able to report well on the financial health of this church as a organization. Peggy had forwarded a review of resources to the board which was looked over. The board would like to invite committee members to give an in person report to the June meeting. Perhaps a special meeting with this board, new board, capital fund drive committee, and the minister would be the time for a discussion about what point the fund drive should start. A move was made and seconded to have such a meeting, perhaps in July. (Discussion of when will be a future agenda item.)
5 positions will need to be filled: This will go to the nominating committee.
Calendar Policy: Gail mentioned we are still having overlap of meeting times. Elaine said the plan set in motion last September hoping to avoid such conflicts was that the Board secretary and church coordinator would work closely together to record church function and committee meeting times. Committee chairs need to check proposed meeting times with the church coordinator, to let their board liaison person know at the beginning of the year when the planned meetings times are, and to check with the church calendar before changing a meeting time. It is expected that anyone planning an event check with Mavis to see if there is anything on the church calendar for that time. The Board Secretary also communicates with Mavis about any dates the Board mentions as possible times for meetings or events.
May board meeting will do planning for that, whether its on the land, and also do planning around candidate weekend, which will be primarily planned by the Ministerial search committee. The new minister will speak on June 8th.
Elaine has drafted a possible policy on committee chair tenure and duties. She will email this out to board members for inclusion at the May meeting.
A short discussion on the informal advisory position of previous board president’s. This could this be helpful to provide continuity to new board. Ken is open to providing that to the next board and the new president can decide whether and how it would be helpful.
Next Executive Committee members will be Roy, Al and Ken. Elaine will email suggested agenda items to them.