Governing Board Special Meeting Minutes
October 11, 2005
John Burnham, Rev. Amy Bowden Freedman, David Pedrick, Barbara Nowicki, Barbara Russell-Willett, Lissa Fernandez, Eleanor Elmer, Marsha Francis, Chris Ariel, Linda Beall, Sally Hanchett, Dave Banister, Mary Alice Smith, Holly Grosvenor, Anna Smith
Approval of Minutes
Eleanor Elmer moved that the minutes be accepted with two minor corrections. Chris Ariel seconded the motion and it passed.
Amy commended the Governing Board and church leaders for their hard work and dedication during our time of crisis. Now that the immediate financial threat has passed, she encouraged us to continue to move forward with integrity as we face some challenging decisions.
Amy distributed Governing Board Handbooks to all new Board members and handbook inserts to returning Board members. The handbook's contents were briefly discussed.
Of special note this month is the now vacant back apartment in Channing House. This space will be cleaned and refurbished for church use. Amy requested $400 be allocated to help with the purchase of furniture. A grand opening will be held on November 13.
John's report focused on the following issues which were discussed subsequently: internal fiscal policy, Channing House apartment (& Amy's request for $400), the strategic plan draft, fire code issues, and the continuing dispute with Peter Schoenbucher.
Dave reported that all fiscal year 05/06 records have been reconciled one transaction at a time and that balance sheets are up to date and accurate. Operating funds are reconciled and represent the strong likelihood that our balances are correct and no funds are missing. Dave will now start inputting budget figures for the fiscal year and will present updated income and expense projections at our next meeting. The checking account balance as of 10/07 was $2,160.93 and the money market balance was $109,935.19.
The management committee has been meeting to determine appropriate internal fiscal controls. The need for our finances to be audited on a regular basis and the use of both external and internal audits was discussed. Norm Moore and Barbara Nowicki are preparing a draft of a work plan that will lay out choices for the future in relation to our finances and our property needs. Amy's request for $400 was discussed. Barbara Nowicki moved that, "the Governing Board authorize an expenditure of $400, taken from the church reserve, to offset the cost of refurbishing the reclaimed apartment in Channing House." The motion was seconded by Eleanor. The motion passed.
ACTION ITEM: John suggested that the management committee create an administrative management calendar so that the budgeting process can be planned and church leaders apprised of key dates and deadlines.
The fellowship committee and the membership committee had no action items.
Programs noted two important upcoming events. UU 101 classes will begin on 11/5. The all church Thanksgiving feast will be held on 11/20.
In its submitted report, the religious education committee reported the drafting of a program guide, needs for more teachers on teaching teams, progress on background checks for volunteers and staff, and the good start to the OWL program.
In addition to the submitted property committee report, Barbara Russell-Willett noted that a leak in the Parish Hall ceiling had been reported and stated that a process for handling emergency tenant calls needs to be developed.
Strategic Plan Revision Draft
David Pedrick distributed an initial draft of the revisions to the strategic plan. All Board members are asked to review the plan and send comments to David by October 25. David will send out a second draft that will be discussed at the November Board meeting.
Fire Code Compliance
Holly outlined the dilemma that the church is facing. The financial benefit of having a nursery school tenant could evaporate with the implementation of costly fire code upgrades. Sea Rangers cannot be kept as a tenant at full cost. Holly, Barbara Russell-Willett, John, and Betsy Leerssen will meet to decide upon a recommended direction to take with this matter and will then have a conversation with our tenant.
Next Steps in Financial Action
Now that the church's finances have been restored it must be determined what, if any, further action should be taken regarding Peter Schoenbucher.
John listed three goals for the church: rebuild financial health, restore confidence, and move towards closure. He also stated his opinion that punishment for its own sake is not a goal. He described three courses of action under consideration.
All Board members stated their views on these action. Another meeting was set for Wednesday, October 19 at 7 p.m. to continue the discussion.
The meeting adjourned at 9:50 p.m.