February 2015 Executive Committee Meeting

In attendance: Lynda Smith, Paul Patton, Jeremy Bowman, Michael Pistrui, Daniel Williams, Barb Harrison, Patrick Gordon, Jackie Warmke, Lois Whealey, Laura Mitchell, Roberta Roberson, Natalie Barman

Call To Order: 12:10

Leadership Covenant read by members

Review Prior Minutes: Motion to accept: Jackie, Seconded Natalie. No opposition.

Minister’s Report: Don Rollins to preach here in May. He is also interested in becoming an Affiliated Community Minister (discussion re this process to happen at future date after Don preaches at UUFA)

Treasurer’s Report: Many evenings spent setting up books, accounts, procedures, processes. Big thanks to Laura, Michael, Patrick, and Jeremy!

Old Business

Annual business meeting planning underway.

Finance committee to get budgets from committees—by Feb 15th.

All info (budgets, agenda, etc) for the general business meeting needs to be with Roberta by Feb 18th.

New Business

Re bylaws, Paul: motion: board to have meeting with bylaw committee to discuss new bylaws. Seconded Roberta. No opposition.

UUA certification and vote on social justice issue due tomorrow: Laura motion to vote yes on Reproductive Justice issue. Lois seconded. No opposition.

Pat advised we have 50 voting members in the congregation.

Committee Reports

Programming/RE Natalie: Children’s program following SOTSL program. Natalie appreciates having children involved in upstairs Sunday programs. Long term planning underway. Need babysitter for young ones. Natalie to talk with Jessie about Adult RE. Natalie to put together a budget. Paul reports that programming is scheduled through June.

COM/Membership Membership: revisiting game day and considering other non-Sunday service activities.

Facilities/Endowment: Kitchen update underway. Paul motion, Natalie seconded to tour the proposed new kitchen space after meeting. No opposition. Clean up day went well. Patrick talked about budgets and future facilities projects—insulation, doors.

Standing on the Side of Love: Lois advised that $370 raised through Guest At Your Table.

Adjourn: Roberta motion, Barb seconded 1:45

December 2014 Executive Committee Meeting

In attendance: Paul P, Jackie W, Lynda S, Michael P, Wenda S, Sam P, Sarah M, Barb H, Roberta R, Pat G, Daniel W, Jeremy B, Natalie B.

Ministers  report: See attached. Don Rollins is seeking religious community support for his at risk youth program. $250 donation and he will come once a year to talk about his ministry. Will discuss in future.

Old Business

Key Policy – draft update from 11/2 meeting—Accepted Sam motion, Natalie seconded.  Will be published in Greensheet and on web.  If you don’t get yours, get in touch with Sam.  Make your end of the year tax deductible donations NOW!

New Business

Finance policy – Finance committee’s newly drafted policy done with a view to clarifying process and procedures of finance team.  OMD and Finance committee ideas could be merged.  Records are in excel at the moment.  Conversion to Quickbooks will take time—it’s ongoing.  Finance and IT folks could meet and sort out a way to facilitate.

Annual Mtg. – Nominating Committee (3 people) Meeting is March 15th  Wenda nominated Dru Evarts, Jeremy Bowman, Roberta Roberson.

Committee Reports

RE /Programming – Natalie & Paul.   Teachers and Erik recognized for their service.  Sarah and Elli’s last Sunday.  Natalie needs a couple of people who are willing to be on the committee.  Sunday programming done through April.

Facilities & Communications – Patrick, Michael & Daniel.  Greensheet needs articles—once in, can start publishing again.  Entries needed before end of month.   Bathrooms underway—will be done by Breakaway.

COM & Membership – Jessie and Michael.  Survey well underway—results by end of January.

Winter Breakaway – Barb & Paul.  Meeting on Friday afternoon and Saturday to decorate/setup

New Door Key Policy at the UUFA

The Executive Committee of the UUFA has approved the Key Policy below with regards to access to the Fellowship Hall, effective 1/1/2015.

If you do not currently access the facility outside of service times and meetings then the policy most likely will not affect you. If you do access the building using the key located in the key vault attached to the front of the building then please do read the policy to see how you are affected.

Everyone on the access list will be receiving the new code prior to its being changed.

Thank you for attention to this change.

Questions? Contact Patrick Gordon (uuathensoh@gmail.com)

UUFA Key Policy Approved 12/2014

  1. Access to the building via a published key code will be limited to board members, committee chairs, the rental coordinator, the entire facility committee and the head of the cleaning crew.
  2. The access code to the box holding the key for the above-mentioned group will be changed quarterly by the head of the facility committee.
  3. An email distribution group will be set up by the web manager and revised quarterly, at the time of the key code change, to contain the email addresses of the above members; a suggestion for the address is keycode@uuathensoh.org.
  4. When the key code is changed, the head of the facility committee will send an email to the above group informing them of the new key code.
  5. Members will be informed of the key policy verbally and in writing.  All members will be asked to complete a member rental agreement prior to a personal special event so the event may be added to the event calendar. When members not on the above list need access to the facility on special occasions, they must contact the rental coordinator to obtain a dedicated key box for the building; alternatively, a member with access may unlock the door in person.
  6. The rental coordinator will provide a key to the left-hand door of the front of the building in a dedicated key box for non-member rentals; that box will be set out for the renter and removed after the rental event.
  7. The rental coordinator will provide a key to the right-hand door of the front of the building in a dedicated key box for members without access to the key code.  The member is expected to return the key and key box to the rental coordinator after the event.

Fellowship Construction

You may notice some construction starting in the Fellowship building itself. We are going to begin the opening of the apartment rooms to the rest of the building so that it will become a more useful space that we can utilize as an office. So that process will involve the moving of water and electric lines and cutting a hole into the concrete block wall between the bathrooms and the kitchen downstairs. As part of the construction the apartments bathroom will be removed and the sink from there will be moved into the first restroom. That will initiate the process of renovating the bathrooms downstairs. We will be working on this most of the fall, once we complete the playground and sanctuary.