Splinters From The Board Archive
May 2004
RE Council Report: Beth Rendeiro presented the annual RE Councilreport. 138 students 79 adult volunteers 9 Coming of Age students This is thelargest number of Coming of Age students in recent history. These young peoplewill join the UU high school group YRUU next year.
Finance Committee:Warren Mathews presented the proposed budgetfor 2004-05. In accordance with board direction, the committee looks for increasesin income to cover the $17,000 deficit rather than cutting programs, which includean average 2 percent increase in staff salaries. A program to increase pledgeincome is being developed, the first step of which is to send monthly pledgestatements. Passing another deficit budget, as has been done for several years,was discussed. The motion carried with eight affirmative votes, one negativevote, and one abstention. The appointment of Anne Cadwell as a member of thefinance committee was approved unanimously.
Bylaws & Policies Committee (BPC):Warren reported that theBPC has prepared four bylaws amendments for potential presentation to the congregationin May to be added to the six already approved for presentation. Discussionensued about the large number of bylaws amendments and policy proposals presentedby the BPC, the history of the appointment of the BPC as a subcommittee of theboard, and the membership of the BPC (accepted by the board at their Januarymeeting). In response to questions about how the BPC has been functioning, amotion was made to affirm that the BPC be entirely advisory to the board, thatit have no output except to the board, that it be free to seek or accept agendasuggestions from any source, and that its membership not be limited to membersof the board. The motion was tabled and the issue was remanded to the executivecommittee. A bylaw amendment recognizing ARGL received lengthy discussion. Itincluded the role of RE in a "life-span" program, as is common in our denomination,as a combination of the RE and ARGL programs under single administration. Themotion to include ARGL in the bylaws failed with eight negative votes and twoabstentions. An update of the policy concerning the hiring and dismissal ofnon-ministerial employees was approved. There were seven affirmative votes andtwo abstentions. A policy concerning the use of church financial resources wasapproved. Among the purposes of the policy is to establish standards of opennessin accounting, providing that expenditures not be moved between line items,that wishes of donors of major gifts be fully respected, and that the boardnot attach restrictions to large gifts not imposed by the donor. The motioncarried with six affirmative votes and one abstention.
Ratification for Hiring new Administrative Assistant: MarieKashmer-Stiebing reported that Marti Bercaw, who has graphic design experience,is her selected candidate for the administrative assistant position in the churchoffice. Her hiring was unanimously approved.
Nominations for Committee on Ministry (COM): Judith distributedballots containing names of ten potential persons to serve on the COM. Thereare two vacancies on the committee, and one additional member is being added.Karen Raiford will remain on the committee as a member, as will Jerry Gatesas board liaison. Board members each marked three choices for appointment. Judithwill personally contact those receiving the most votes to invite their service.
Accessibility Committee Report: Carol Agate presented thecommittee's proposals for actions to improve accessibility to our programs forpersons of various abilities. The board agreed to placing a sign on the pianoin Forbes Hall asking that it not be played during coffee hour. Discussion ofthe distribution of large-size orders of service and hymns will be discussedwith Marie. Consideration of setting aside a fragrance free section of the sanctuarywas postponed.
Treasurer's Report: Carol Agate reported that pledge receiptsare ahead of schedule since monthly reminders have been mailed, while expensesare behind schedule because of savings on staffing due to two positions beingunfilled for part of the year. But large expenses are anticipated to updatethe security system and to purchase new computers.
Membership Report: Current membership is 473. Pledges fromthe new members during the past month are an aggregated $2,200.
Staff/Committee Report Highlights: Judith Meyer reported thatEdna Bonacich is working to establish a group to study anti-racism and anti-oppression.
Marriage Equality Banner: Ron Crane presented a proposal fromInterweave that a banner be prepared similar to that displayed at UUA in Bostonin support of marriage equality. The banner would be displayed on the frontof our building for an undetermined length of time, but is expected to be forseveral months. A prototype design was exhibited. The board unanimously votedto present the proposal to the congregation at the annual meeting.
Delegates to PSWD Assembly: Carol Agate reported that thoseasking to represent our church at the PSWD Assembly in Ventura on April 23-24are Bonnie Brae and Patrick Barbush. Jerry Gates said he may also attend.
Appreciation to Bill Anderson: The board expressed enthusiasticappreciation to Bill Anderson for the gate and sidewalk leading to the new 18thStreet property.
Estate Sale: Carol Agate reported that the men's group wasconsidering organizing an estate sale as a capital campaign fundraiser. A Julydate is being considered.
- Melinda Ewen
Apr 2004
Minister’s Evaluation
The board went into executive session while Audrey Lyness reported the resultsof an interview process conducted by the threemember Committee on Ministry team.The consensus was overwhelmingly positive. Judith and the COM were congratulatedon their work. Suggestions were made about increasing the size of the COM nextyear and rotating terms.
Personnel Committee
Pat Parkerton reported that job descriptions for all staff will be ready forboard review next month. John Eger was added to the committee.
Nominating Committee
S.J. Guidotti reported that all candidates for office to be elected at thisyear’s annual meeting in May will be receiving a series of five questions,the answers to which will form the basis of an annotated ballot.
Bylaws & Policies Committee (BPC)
A bylaws amendment for establishing a Religious Exploration Council was approvedfor submission to the congregation at the annual meeting in May. The board approvedthe revision and updating of the policy allowing our building to be used asan emergency shelter for neighboring healthcare facilities. Carol Kerr askedthe BPC to consider a shorter notice requirement for special congregationalmeetings.
Finance Committee
Warren Mathews expects the 2004-05 budget to project a deficit of around $12K,which is less than previously expected, due in part to the excellent trend inDining for Dollars receipts.
Purchase of 1248 18th Street Property
Carol Kerr was thanked for her leadership in this project. For the completestory, see the Features Page.
Treasurer’s Report
Collection of pledge receipts has improved greatly in the past month owing toa pilot mailing of pledge statements. Beginning next month there will be anoption to have pledge payments made through automatic withdrawals from bankaccounts. The capital campaign account has $1.2 million paid of $1.5 millionpledged.
Membership Report
Current membership is 462. Pledges from the new members during the past monthtotaled $3,000, which exceeds the $1,500 per month average that was assumedin predicting pledge receipts for the year.
— Melinda Ewen
Mar 2004
Bylaws & Policies Committee: Six proposed bylaws amendmentswere presented, and were endorsed by the board for presentation at May's annualmeeting: 1. Role of administrator to be updated to include administration offinance and personnel policies, and Administration Committee to assume responsibilityfor building and grounds functions. 2. The Nominating Committee to have sixmembers rather than seven, none of the six being a current board member. 3.Mid-term vacancies on the board to be filled by the Nominating Committee ratherthan the board itself. 4. Board members-at-large who are filling unexpired termsto have the three-term limit start with their first elected full term. 5. Churchmembership to be available to Coming of Age graduates regardless of their gradelevel. 6. Security bonding requirement for those handling our savings and investmentaccounts to be made more specific. Consideration is being given to requiringat least one member of the Nominating Committee to be a past board member, toprovide an experienced perspective. Definitions of benefits for members, friends,subscribers, and guests, and an updated budget development procedure were approved,and an updated organizational chart including a new Endowment Committee waspresented for consideration.
Membership report: Memberships of 33 congregants have lapsedsince they made no financial contribution during the past year. Current membershipis 457.
Treasurer's report: Pledge receipts are $9,700 behind budgetat this seven-month point in the fiscal year. The Stewardship Committee is developingmonthly pledge statements to allow early tracking of past-due pledges. The committeeis also arranging to make available automatic account withdrawals for monthlypledges. The Finance Committee's first draft of a 2004-2005 budget projecteda deficit of around $20,000. The Stewardship Committee proposes a leadershipstrategy summit concerning increasing income through better education and moreinvolvement of church members.
Building intruder: An intruder to our building returned, disturbedbulletin boards and stole quilts made by RE children. Marie Kashmer-Stiebingis working to assess security options. Installation of digital cameras and repairinglocks and doors may cost about $10,000. The Art Wall display was removed toa locked area until the situation is resolved.
Faith in Action report: Penal reform and gay marriage wereissues chosen at a Town Hall meeting for study topics for GA in June.
Two interns, Mar Preston and Edith Mendez, have been hired with UU Social Responsibilitygrant monies. They will work on issues of a livable wage for hotel workers,who may go on strike soon.
Other business: Our intern minister, the Rev. Stefanie Etzbach-Dale,who has been ordained by a nondenominational institution, was authorized bythe Board of Directors to perform weddings and sign wedding licenses.
Judith will be on vacation in Spain from February 20 to March 1.
The Rev. Beth Miller from Monterey UU will be at UUCCSM March 4 to 15 to workon a sabbatical study on capital campaigns and church organizational development.
The Personnel Committee needs to add a past or present board member.
--Melinda Ewen and Warren Mathews
Feb 2004
Pledges are $17,000 behind forecast
Treasurer’s Report: Carol Agate reported that $94,000was received in December for the capital campaign fund. Operating pledge receiptsfor 2004 were $17,000 below the forecast. Receipts from scrip sales are lessthan were budgeted, stemming from the supermarket strike.
Interweave: Judy Federick presented preliminary artwork thathas been selected as a design starter for a banner to be constructed by a groupled by Joyce Holmen and to be used at events such as Gay Pride and within thechurch building. Display within the building will be coordinated with the Designand Decor Committee.
Bylaws and Policies Committee: Charles Haskell reviewed theevolution of the new Bylaws and Policies Committee since it was formed in Februaryat the request of the board. He emphasized that the regular first Tuesday meetingis open to guests as a model of transparency that the committee is fostering.The overall goal is a three-tiered manual with hard copies available in thechurch office and all documents available on the church website. Input is solicitedwhen new or changed policy is needed.
Nominating Committee: Kathy Cook reported on a project toprovide biographical information about nominees to help the congregation bemore comfortable about potential board members. Charles Haskell will help preparea one-page pictorial description of the slate. In May all officers plus members-at-large—except Ron Crane, Andy Stewart and Pat Parkerton, who are in mid-term—willbe elected at the annual meeting.
Accessibility Committee: An Accessibility Committee was formedto conduct a mini-audit of our building, grounds and attitudes about accessibilityto the disabled. Volunteers for this group include Pat Parkerton, Carol Agate,and Carol Kerr. Additional participants will be sought through the order ofservice and the newsletter.
Building Committee Update: Barbara Kernochan will facilitatethe January 25 Town Hall meeting to address the status of the building plans,city permit process, and capital campaign. Quarterly Town Hall meetings andregular newsletter articles are planned. Building plans have been posted inForbes Hall. These actions are designed to increase congregational awarenessof the committee’s work and to foster congregational feedback. It wasalso suggested that focus groups be conducted to consider design elements forthe project.
Carol Agate reported that one contractor has advised us that it will be cheaperto conduct work on the new 17th St. building and sanctuary remodeling at thesame time, rather than to phase the project. This may necessitate finding analternative site to hold services and meetings for a period of up to one year.
Carol Kerr reported that speakers are being lined up for the City Hall hearing.Charles Haskell may be asked to make an address about the contributions of ourchurch to the local community.
—Melinda Ewen, secretary, Board of Directors
Jan 2004
Most of the board meeting was spent discussing the issues surrounding the allocationof the money left to us by Earl Morgan. That issue is covered in this month'sFeatured Articles.
Warren Mathews reported that the church has $1,660,000 of liquid assets includingfunds received from the Morgan fund and the pay-off of the mortgage Judith Meyeris refinancing. Investment Committee Chair Ed Field reported that historicallythe church has invested its liquid assets in either cash or cash-equivalents(e.g. CD’s). He presented the committee’s proposal that we invest$300,000 with a five-year horizon to achieve a somewhat higher yield. Discussioncentered
on the level of risk the board was willing to consider socially conscious investmentsand that risk levels not exceed those described. The motion passed unanimously.
Marie Kashmer-Stiebing read the names of new and resigned members for thepast month. Current membership is 487.
Treasurer Carol Agate reported that many people appreciated the capital campaignindividual pledge status reports that went out this month. She also noted thatinvestment earnings were up in November due to Morgan funds, and that buildingmaintenance costs were running below expectations so far.
Carol Kerr reported that this year’s Christmas appeal will include aprovision that 25% of funds collected would be given to Hollygrove, a shelterfor abused children. This trial follows the positive model experience of theGenerous Congregation Sunday service donations, which has increased overalldonations.
Marie reported that the person who had been breaking into the building hasbeen arrested. She requested the formation of an ad hoc committee to study theproposals for increasing the security of our building. Carol Kerr volunteeredto participate.
S.J. Guidotti reported on the results of a survey about preferences for leadershiptraining. The Nominating Committee has neither the desire nor budget to spearheadthis effort. Carol Agate will look into ways the PSWD can help the congregationto present a workshop at our church.
Andy Stewart announced that Stefanie Etzbach-Dale’s mid-term evaluationwill be conducted in January. All members are invited to provide feedback forthe evaluation by emailing their experiences and perceptions to Andy.
Resolutions to reduce the number of persons authorized as signatories on ourchecking and savings/ investment accounts were approved.
Dec 2003
Warren Mathews reported that we have received 120 pledge cardsfor next year, totaling $160,000. This is about 1/3 of the total number of pledges.The net increase by those pledgers already this year is 12%. If all other currentpledges remain unchanged, and the new pledges that have been received are takeninto account, the overall increase from 2003 would be 7%.
The 2003-04 budget assumed an 8% increase. Treasurer Carol Agatereported expenditures for guest musicians are over budget by $175. A total of$2049 was collected for district wildfire victims.
Marie Kashmer-Stiebing reported that a homeless person hasbeen discovered sleeping in Forbes Hall on several occasions. Police think hehas hidden in the building during evening events. Appointments with securityagencies have been made to consider options. Discussion ensued about creatingan environment of safety for our staff balanced by an awareness of not overreacting.The office will communicate expectations for closing the building with all personsholding keys.
Stefanie Etzbach-Dale reported her plans for creating CovenantGroups whose focus is relationship-building and spiritual growth. She is usinga model from many other UU congregations, 80% of which report increased enthusiasm,participation and donations as a result of the covenant project. A task forceis being planned to organize the training of group facilitators that will beconducted by Stefanie in the spring. The groups would begin in the fall underthe auspices of the facilitators and Judith Meyer. The board consensus was to support the project.
Marie reported that Milt Holmen, long-time church historian,has retired from this position. Rob Briner, a new member, hasagreed to take over the task from Milt. The board was pleased to accept thisoffer. Rob will work as archivist with help from Warren and Marie.
Carol Agate presented a resolution she has written in concertwith many national UU leaders who want the UUA to use an open and democraticprocess in their meetings. In order for the resolution to be presented for voteby the delegates at general assembly next June, 15 congregations need to certifyit. The board endorsed it with 10 affirmative votes and 2 abstentions.
Carol Kerr and David Knudsen reported ontheir work concerning implementing the goals for the board adopted at its Augustretreat. Three goals were adopted, and they will be a consideration in the reconstructionof portfolios for board members:
• Address insufficient income to cover operating expenses
• Increase the involvement and commitment of the congregation
• Improve our community outreach
These will be addressed at the December meeting.
Current membership is 478.
The 2004 annual congregational meeting was set for May 16.
-- Melinda Ewen
Nov 2003
Youth and Adults to Join for Worker Advocacy
At its October 21 meeting the board approved a proposal for our church andother nearby UU churches to work in partnership with CLUE (Clergy and LaityUnited for Economic Justice) on advocacy for 4,000 low-wage workers whose unioncontracts with 17 local hotels expire in April.
A request for $20,000 to pay a part-time employee to help manage the projectnow goes to a UUA funding panel, the Fund for Unitarian Universalist SocialResponsibility. Our church will be the fiscal agent for the money and use itto hire the employee if the request is granted. The project will involve youthand adult members in teaching low-wage workers how they can be more effectivein negotiating with corporate employers to provide living wages, benefits, andfair working conditions. There will be no expense to our church for the employee or needto supply an office; these will be provided by the CLUE office in downtown LA.
Our recent Faith in Action issues election voted advocacy for low-wage workersa priority issue after hearing a presentation from the Rev. Alexia Salvatierra,CLUE executive director, who also spoke at the board meeting. The three mainissues for the 4,000 hotel workers are health insurance, realistic and safework quotas, and coordinated contract expiration dates. According to Alexia, a study completed in 2000 found that over 30% of the familiesin Los Angeles County are “the working poor,” with an adult employedfull time but not able to cover the costs of food, shelter and basic medicalcare. In 1970, she added, the average CEO in the United States earned 30 timesthe salary of the lowest paid worker; today, it is 561 times that salary.
In other business, Barbara Kernochan, chair of the BuildingCommittee reported that our building/remodeling plan has passed “a hugemilestone” with the Santa Monica Planning Commission having concludedthat our application is finally “complete.” A hearing date on theplan will be set for late January or early February, and a landscape designis being requested.
The board voted to allocate the entire Earl Morgan bequestof nearly $500,000 to the building fund, bringing the amount in that fund, includingpledges, to $1.5 million. The total cost of the building/remodeling project,including allowances for contingencies and basic furniture, is estimated tobe $1.8 million. Warren Mathews, chair of the Finance Committee, said that ifwe could raise another $150,000 or so in pledges, we could close the final gapwith an affordable mortgage.
Carol Agate, treasurer, said that pledge receipts to dateare $10,000 behind budget; total receipts are $7,800 behind budget. Expenditures,on the other hand, are substantially better (less) than budgeted, and the forecastedyear-end deficit is about $1,000 less than was forecasted last month.
Current membership is 475.
— Paula Bernstein
Oct 2003
Warren Mathews reported a change in our pledge accountingprocedures from an accrual to a cash basis. Under the new procedure, all pledgereceipts are credited to income for the month in to the pertinent pledge yearin the reports to the pledgers. This new system will allow better projectionsof our financial status vs. the budget, is less work than our previous system,and still provides reports to the pledgers that both (1) show the pledgers wherethey reporting purposes.
Warren also reported that we currently forecast pledge receipts at $16,000less than the figure in the approved budget, but savings of $17,000 will berealized because the new director of religious education and the new administrativeassistant are starting well after the July 1 beginning of the fiscal year. Thenet result is a projected year-end deficit of $8,000, rather than the $9,000deficit in the approved budget.
Melinda Ewen, who has stepped down as coordinator of theBienvenidos Council, was thanked by the board for her work. The board supportedher recommendation that the by-laws and policies subcommittee consider the questionof leadership in the program (non-management) areas of church operation.
The Rev. Judith Meyer is working with Bienvenidos and CarolKerr, president, on membership enrollment and pledging issues. Judithexplained that the time she spends enrolling new members is a valuable investmentin their association with the congregation. The board approved a motion directingthe Finance Committee to make recommendations concerning investment of the EarlMorgan bequest of approximately $500,000, and allocation of the moneybetween church reserves and the building program. (See story, page 1, and thefinance committee report on page 2.)
The board ratified the appointment of Marv Pulliam to theFinance Committee, approved job descriptions for the new administrative assistant,for the current administrator, and for the administrative and finance assistant;approved the personnel committee’s recommendation for a short-term disabilitypolicy; and approved Judith’s recommendation that the entire Sunday collectionon September 21 be donated to the UU Service Committee’s Iraq Relief Fundfor food and medicinefor women and children affected by the U.S. invasion and occupation.
Charles Haskell said that the Faith in Action Council hasestablished a telephone tree to communicate with church members who do not haveemail. The telephone tree can be activated by contacting Christine Haskell.
Current membership is 471.
— Paula Bernstein
Sep 2003
Summer Retreat Focuses on Restructuring the Board
Instead of a scheduled August meeting, the church board had a retreat on Saturday,August 9. The facilitator, Patty Oertel, is not a UU but hasa great deal of consulting experience to boards of non-profit organizations,including faith-based organizations. All but one board member attended.
The session started with the participants identifying perceived strengthsand weaknesses of the church. Then, in an effort to return to the practice ofhaving board members serve as liaisons to committees within the church, muchof the session was devoted to examining how committees might be structured intoportfolios of responsibility. The benefit of reinvigorating the portfolio conceptis to keep the board informed of noteworthy happenings and to give committeesand their chairs a more direct voice on the board.
The meeting concluded with a discussion of how the perceived weaknesses inthe church, such as our current inability to fully fund our operating budget,could be turned into achievable and quantifiable goals for the year.
There was a board meeting in August, after all. On August 10 an emergencymeeting was held before church to ratify the search committee’s selectionof a director of religious education.
-- Carol Agate and Carol Kerr
Aug 2003
The board met on July 8 in what may be the shortest meeting on record. ChristianCollingwood was appointed to the Personnel Committee and OfeliaLachtman to the Finance Committee. The membership report showed ourtotal is now 464 members.
The treasurer, Carol Agate, reported that the year-end figureswound up very close to the forecast Carol Kerr made at theannual congregational meeting in May. Warren Mathews explainedthat there is a problem in calculating our pledge income because the fiscalyear and the pledge year differ, and some people pay their entire pledge atthe start of the fiscal year and some pay at the end of the year. His softwareprogram used to account for those differences, but our new program does nothave that capability. The Finance Committee will discuss this issue at its nextmeeting.
The Stewardship Committee reported that its meetings were well attended, andparticipants provided some valuable insights. The committee will prepare a reportof the feedback received at the meetings.
A Girl Scout troop leader, who is a member of our congregation, asked thatour facilities be made available at no charge for a teenage troop. The boardendorsed the request and accepted the scout troop as an official church activity.
The Personnel Committee proposed a policy providing for overtime for hourlyemployees, even though we are not legally obligated to pay it. The committeealso proposed a modification of our non-discrimination policy so that an employee’sreligion may be considered when the person’s religion is a bona fide occupationalqualification for the job. As the policy stood previously, we could not haveconsidered the religion of a director of religious education. The board approvedboth proposals.
There will be a board retreat in August, focusing on setting up a system ofliaisons. There will not be a board meeting unless an urgent issue has to bedecided before September.
-- Carol Agate