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UUCOV
Board of Trustees
Minutes
April 12, 2018

Meeting was called to order at 9:35 am

Present: Rev. Khleber Van Zandt, Donna Schafer, Linda Underwood, Richard Palmer, Pamela MacFarlane, Ken Boysworth. Linda Kabo was delayed in arriving due to medical appointment.

Guests: Tom Utschig, John Spitzer

Chalice was lit as Rev. Van Zandt offered a reading.
Check-in was completed.
Quorum was established.

Thank-you notes: Board recommends that thank-you notes be sent to Bruce King for his work on the Finance Committee, to Dennis Johnson for his participation in the music on Sunday, and to Ruth Boysworth and Eileen Leapley for the refreshments at the Jacob funeral.

Approval of Minutes: Minutes of the March meeting were previously approved via email. The practice of reviewing the minutes within a week following their receipt and forwarding comments to the Secretary was presented. This practice allows the Board to have the minutes available to the congregation on a timely basis.

Initial Welcome to new Board members: Linda U. welcomed the new Board members and expressed the hope that the Board has a joyful and productive year together on behalf of the congregation they serve.

Monthly Reports:
	President's Report: None
	Vice President's Report: Donna announced that Ginny Chappelear is serving as co-chair with Bev Morrison for the Caring Team. Donna thanked Leie Carmody for volunteering to take minutes at the CC meetings.
	Minister's Report: The question was posed of the authority for arranging funerals. The Board is unanimous in supporting the stance that the minister has full authority over funerals or other church-related rituals such as weddings. The Board saw no role for a vote on this matter.
Khleber continues to advocate for a systemic longitudinal review of our donations, membership, pledging, etc.
	Treasurer's Report: None. Data was received but discussion tabled.
	Membership Report: We currently have 219 members following the resignation of Nan Kritzler and the death of Gerry Jacob. Claire Harrison will provide monthly updates on membership.

Old Business: None

New Business: 
1. Tom Utschig presented the recommendations of the Finance Committee on the issue of mortgage paydown and refinance.
Motion: Motion was made, seconded and passed to accept the recommendation of the Finance Committee to pay down $27,000 of the mortgage from cash reserves and to refinance the remaining $100,000 mortgage at 5.84%.
2. Authorization for electrical expenses for Air Conditioning Project.
Motion: Motion was made, seconded and passed to approve an amount not to exceed $2,000 for electrical expenses for air conditioning in the sanctuary.

3. John Spitzer presented the recommendation of the Fiscal Team that a Futures Fund be established. The principal of monies donated to this fund would be available for long-term projects as approved by the Board.
Motion: Motion was made, seconded and passed to authorize the establishment of a Futures Fund with policies and procedures as proposed by the Fiscal Team.

4. Jazz Concert on April 20.
Motion: Motion was made, seconded and passed to allow Dick Smith to have the jazz concert on April 20.

5. Off-Site participation in Board meetings. Linda U. will look into setting up a meeting on Zoom.

6. By-Laws interpretation of congregational meetings. We need a way to allow decisions to be made during off-season when there is no quorum for meetings. A quorum requires in-person attendance. 
Linda U. suggested that email voting be explored during the off-season or in another manner so that issues requiring a congregational vote are not delayed. Perhaps a change in quorum during summer months? However, this will need to be put into the By-Laws. She will look at Robert's Rules for clarification on the issues of voting and of how a quorum may be determined.
Absentee ballots will be made available for congregational meetings. These will not be valid for amended motions, however.

7. A Board Retreat has been scheduled for May 5 from 10 am to 3 pm.

8. Right Relations Committee proposal. Such a committee would intervene or be available to deal with tension or conflict arising between members of the congregation or within a committee. It was agreed that we would discuss this proposal further at the Board retreat.

9. Calendar introduction. We will now have a calendar of events and timelines for congregational business.

Next scheduled meeting May 10 at 9:30

Meeting was adjourned at 11:45

Respectfully submitted,
Linda Kabo
Secretary