A. Minutes from the December 19, 2006 BOT meeting.

Motion: Approval of the December 19, 2006 BOT minutes. Mike Arents, Ursula Williams 2^{nd. 8 yes, 0 no}

B. Agenda items for this meeting were reviewed

C. Times were established to complete Agenda within two hours.

D. Assignments for this meeting:

        Action Item Recorder – Mike Arents

        Timekeeper – Dan Schneider

        Process Observer – John Belaski

Financial – Report from the Vice President-Finance – Tom VanDragt reporting for David Soet

A. Good December collections with the Auction Proceeds and pledge completions.

B. We are off to a good start in January with one week with over $5000 in receipts due to a 2007 pledge being paid in full.

C. Final yearend financials are still pending.

A. Report from the Minister, Dr. Brent Smith

        Written report presented to the BOT

B. Report from President, Tom Van Dragt

Report inserted below:

A. The Executive Committee discussed the issue of moving Sunday worship and RE to the Forest Hills Fine Arts Center for March 4, 2007 because our landlord, Ahavas, needs their entire building that day. The Fine Arts Center has been reserved for March 4, 2007.

B. The Safe Congregations policy was discussed in light of some members expressed concerns. Additional input will be sought from the BOT on January 17.

C. A decision was made to apply to the Chalice Lighters for a $12,000 grant for the funding of a music director. A volunteer is needed to complete the required paperwork.

D. The executive committee recommends the approval and passage of the Adult RE bylaws. The recommended bylaws follow this report. Ursla Williams as VP of Programs will convene the Adult RE Board’s initial meeting.

E. The spring congregational meeting has been set for May 6, 2007 at Ahavas.

F. The committee decided to ask the general BOT to consider and review our current contract with Ahavas. The reason for this review is to provide suggestions to the negotiating committee about additional ASCC congregational needs.

G. The new IRS rules on cash contributions were discussed along with ASCC’s policy of contributions of record as a requirement of membership. The new US tax law requires donors to have receipts for cash contributions in order to take an itemized deduction on their individual tax return. Envelopes will be made available on Sunday mornings to individuals wishing to make cash contributions of record. The envelopes will provide a space for cash donors to record the information the church needs for contributions of record and allow our accountant to provide the receipts the IRS now requires for cash donations. David Soet has volunteered to develop an inexpensive way to provide envelopes to cash donors

 

H. The committee discussed what to do about members whose status regarding their membership is in question. The following contains our proposed procedure and rational to maintain the by-law membership policy.

Membership in a local congregation is one of a select few central issues in Unitarian Universalism because of our congregational polity. A Unitarian Universalist belongs to one particular, local congregation, and not to all congregations. Thus, when an individual joins him/herself to a congregation, it is an act with practical and ultimate significance. It symbolizes that it is through individual consent that human beings are bound together in spiritual fellowship. It is the willingness to have a spiritual relationship with others that both makes the individual a Unitarian Universalist, and makes the congregation a Unitarian Universalist community. It is only by the determination of the community as to the criteria for membership that any one person is bound to others in covenant. It is the responsibility of the individuals to one another that those criteria are broadly and widely disseminated and continuously discussed. And, it is incumbent upon a congregation’s leadership to use the utmost care and diligence and perseverance in determining whether members have met those criteria, notifying them when they have not, and being liberal in assisting them in meeting those criteria.

Because this involves an individual’s congregational membership, and enacting the congregation’s criteria for membership, the congregation needs be regularly notified of its criteria for membership outlined in the church's By-Laws, and the procedures adopted by the Board of Trustees for adjusting the membership status of others. This needs to be done regularly through the Weekly Expression, in the mailings for, with different strategies with regard to each category. The goal is to clarify an individual's membership status while giving him or her a wide and liberal birth concerning their connection to the church at any one time period in their life.

In addition, the Board of Trustees will seek multiple ways to make it easier for members to give money to the church in ways that fulfill the church's criteria for membership.

 

1) For those whom we have neither seen nor heard from in the course of a three year span, and whose mailing address is faulty by virtue of the fact that mail is returned, the procedure for adjusting their church membership is as follows:

2. Motion: Approval of the January 10th, 2007 Executive report as documented above and all items contained therein. Mike Arents, Ursula Williams 2nd. 8 yes, 0 no

 

C. Report from Vice-President of Programs, Ursula Williams

1. 2007 calendar online in draft form

2. March 18th, 1pm concert at Ahavas by “Cymbal” with a kosher luncheon served.

3. Chancel flowers are now coordinated by Evelyn Leehman

A. “Forward through the Ages” application submitted

                    B. Update Membership roster

                                                    - Roster is up to date

                    C. Nominating committee

1. Met and established nominating committee

D. Establish an Auction Committee

1. This will be a board committee

2. A policy on fundraising by All Souls will be drafted

E. Growth

1. Discuss in February

F. Adult RE Bylaws

2. Approved within Executive committee report

G. Activation of the Strategic Plan

3. Discuss in February

A. Safe Congregations Policy

1. Mike Arents reported on action items.

Action Item: Brent and tom will assemble a contract for the RE Coordinator position for Michele Lussky

Action Item: At Brent’s recommendation the BOT will dialog on the scope and nature of a church/minister relationship.

Action Item: All members should review the calendar online and make suggestions to Ursula

Action Item: All should invite attendees to March 18th concert and luncheon by “Cymbal” in the Ahavas social hall

Action Item: we need to assign someone to take the sign to Forest hills for the March 4th service.

Action Item: David to forward a certificate of insurance to Forest Hills for the 3-4-07 service

Action Item: Elaine, Ursula and Jon – draft policy on general ASCC sponsored fundraising.

Action Item: Ursula will email the BOT “the things we need to do when offsite” list

Action Item: John B will discuss schedule for moving to the sanctuary with the contract committee.

Action Item: Tom will send the “Forward through the Ages” document to Sue Belaski for the Archives.

Action Item: Tom will discuss an assessment visit with Wayne Clark.

Action Item: Tom will review minutes to learn what the BOT agreed to pay for an assessment visit.

Action Item: Jon will update member count and forward t Brent

Action Item: Brent will forward count to the UUA for records

Action Item: Elaine will draft an “Auction Blurb” for the Weekly Expression

Action Item: Tom will send comments on Safe Congregations to the BOT

 

Closing Words - Dr. Rev. Brent Smith

Next meetings:

Wednesday, February 21st, 7pm at Ahavas

Respectfully submitted,

Jon Waalkes, Board Secretary