UUCGV Board Meeting, April 14, 2016

Attendance:

Gary Poush–President

Janet Cummings – Treasurer

Robert McDonald – At large

Joel Prudhomme –At large

Barbara Milburn – At Large Member

Mallory Rice – Administrator – Note Taker

Not Present:

Ricardo Carr – Youth

Bill Hilty – Vice President/Stewardship/Past President

Wendy Jones – Minister

LDT Representative

Opening/ Chalice Lighting

Opening, 7:04

Gary P.

Board Business:

Review of Security Budget and Property Expenses

  • Tonight we need to decide how much of that money is going to certain items in this fiscal year
  • The Safety Team responded that they were in favor of the board to decide what to do with the funds
  • We are assuming we have $4000 to use from the security budget
  • Security Team’s items that were requested, reviewed by the board
  • Ushers – tabled
  • Securing area under the stairs – allow $100
  • Installation of windows in sanctuary doors - $300 already spent
  • Door at the bottom of the back stairs –Maybe next year? (approximately $500)
  • Security camera system – Tabled until next year
  • Discussion of effectiveness
  • If it’s recorded, we would have proof of perpetrators
  • If it’s not, we need someone to view it real time
  • So it needs to be tabled – more time needs to be spent looking at this
  • John Mayo will do more research
  • Parking lot lights – Tabled until next year
  • Defibrillator – Tabled
  • We’ve spent about $400 out of the security budget so far
  • For what we’d like to spend the money on according to last month
  • $1800 upstairs kitchen
  • $500 downstairs kitchen (cabinet doors)
  • $1700 is left noted forparking lot maintenance
  • Barbara moves that the board reallocate $4100 from the Security Team budget to the Property Team Budget. Passes unanimously.
  • If the parking lot costs more money, and we may not be able to move forward – we may need to allow for budget from this year to carry over into next fiscal year.
  • John Mayo would like to request that the remaining balance of approximately $4100 be carried over into next fiscal year. The board agrees.
  • We may need to look at changing our church funds policy to be more flexible with what we do with our “surplus” funds at the end of each fiscal year. Currently we are to put surplus in our reserve fund.

Finance Report

Janet Cummings

  • See report below
  • March was a little bit of a low income month
  • One of the loans we got for renovations from a congregant is being forgiven. We will be giving her tax credit for that.
  • Pledges YTD – we have received 84% (75% of the year has elapsed)
  • The review of the rough budget for FY 16/17
  • Income:
  • Pledges are our biggest part of income – we anticipate approximately $118,591, although not all pledges have been received from the stewardship team.
  • Interest on the building loan is an income and an expense account (a wash)
  • Homeless Overflow will be funded as a line item next year, not an income (and Robert would like to see it bumped up to $1200 instead of $1000)
  • We don’t have anything above and beyond for renovations like we did last year (there was about $20,000 in excess of the 14/15 FY we used for renovations in the 15/16 FY)
  • This is a rough budget – the board does have to approve next year’s budget at our May board meeting
  • Music budget was asked to be increased to $1800, but currently we have $800 is the budget
  • Some of the items on the budget that are in the grey are from the “special” line items we had from last year.
  • $3,200 was put into Leadership for RLLS
  • It’s a skinny budget, but it’s balanced
  • We will have a final budget to approve at May’s Board meeting

TLC reports

  • See report below
  • Fundraising
  • People asking for donation at the beginning of the service – the board feels like this doesn’t happen and doesn’t need to be addressed at this time

Long Term Capital Expenses - Fundraising

  • At the annual meeting, this will be addressed
  • Different items need to be addressed, from the list of priorities set by the Property Team a few months ago
  • There are items like the HVAC unit that is part of the original hardware with the building, the front canopy, etc.
  • Which of these will be part of the capital campaign, which will come from regular operating budget, and which we will aim for grants
  • UUA offers help to us in the form of helping us with our own capital campaign
  • We never did have to do a capital campaign for the building because of generous donors

The Chairs – Revisited again (and Earmarked donations)

  • Earmarked donations: Those can happen in the last three months of the fiscal year (See Policy: Handling Earmarked Donations and Requests for Donations)
  • A campaign for “fund a chair” would be quite easy.
  • “If you have finished your pledge commitment, would you consider giving to the chair campaign?”
  • Would the capital campaign be affected? In reality it would be quite a while before we start that.
  • The average chair would cost $80
  • The board votes unanimously that we put forth a campaign to the congregation to fund new chairs.

Re-establishing the Building Aesthetics Committee

  • See Barb’s proposal below
  • The look of our building is important, and there isn’t a group that meets to decide what gets hung and decorated
  • Some people feel that no one else has a say on what gets hung in the building. A team would be good, made up of diverse committee members.
  • We need to define a process for aesthetics
  • Who will take charge on building a team? Barbara will work on this.
  • Process: Should they have terms? Some advise against that.
  • Details should be worked on later
  • The team will come together and then be approved by the board

Personnel Team

  • It falls under the board
  • Mallory will continue working on a personnel manual and have something to the board before the next meeting
  • We will continue this conversation with more board members
  • We don’t have any reviews for minister (or Staff)
  • We need to make sure we don’t have any issues with our minister and an open evaluation is a great way to do that.
  • This would likely fall under the wing of the COM
  • Mallory will email the list of who is on COM to Gary P.

Closing

The Bin

**This is a section we can place items that need to be talked about/remembered in the future**

  • Aesthetics Team: Barbara will revisit next month
  • Mallory will have chair fundraising information
  • Mallory will have a personnel manual draft
  • Personnel team will be discussed

Additional Reports:

UUCGV Board Financial Report for Mar 2016
Key assets/ liabilities:
2/29/2016 / 3/31/2016 / Change
Checking Acct / $16,081 / $8,699 / ($7,382)
Vanguard Mid Cap* / $42,875 / $42,875 / $0
Total / $58,956 / $51,574 / ($7,382)
Renovation Loans / $13,032 / $12,874 / ($158)
*Value of Vanguard acct 4/8/16 = $40,931
75.00%
Income Statement Highlights: / YTD Actual / Budget for year / % of budget
Pledges / $96,030 / $113,421 / 84.67%
Matching Grant / $10,000 / $10,000 / 100.00%
Auction / $8,858 / $11,000 / 80.53%
Income - non cash / $27,054 / $36,080 / 74.98%
All other income- cash / $17,822 / $13,100 / 136.05%
Other Income (1a) / $576 / $0
Total Income / $160,340 / $183,601 / 87.33%
Expenses:
Program Expenses (TLC) / $6,221 / $7,450 / 83.50%
(see separate report)
Salaries / $63,185 / $85,783 / 73.66%
Payroll Expenses / $6,416 / $8,400 / 76.38%
Property / $36,608 / $46,080 / 79.44%
Utilities / $8,471 / $10,400 / 81.45%
Insurance / $2,996 / $3,800 / 78.84%
MDD/UUA / $5,685 / $6,400 / 88.83%
All other Exp / $16,180 / $15,288 / 105.83%
Total / $145,762 / $183,601 / 79.39%
Net Income (Loss) / $14,578 / $0
(1a) - includes donations for Open House/Installation weekend $1100; moved $727 to Celebrations

TLC 4-7-16 Highlights for the Board

TLC met on 4-7-16. In attendance were; Richard Hyland, Connie Murillo, Steve Watson Wendy Jones, Shari Daly Miller, JoanieLeinbach, and myself Tim Obrien (representing LDT).

Calendar; Reverend Wendy to be in Albuquerque for MDD conference and meeting including a Minister Retreat. Yard Sale April 22 and 23. RE Sunday May 15, Flower Service and New Member Welcome Service June 5, as well as Congregational Meeting. Also that afternoon in the parking lot there will be an Animal Blessing Service with Church of the Nativity. Relay for Life June 10, and Pride Parade in downtown GJ the afternoon of May 15.

Worship: No news to report.

R.E. Curriculum based Sunday program to end and weekly crafts to take over. Children’s Chapel to start the session. Teens will still meet together through the summer. UUCGV was invited to Co-Host a LEGO camp through E Bricks for 2 week long sessions, one the week of June 19th and the second July 11-15. One in the morning and one in the afternoon. These camps will be downstairs. And use 4 different classrooms for 4 skill levels. The TLC decided to not co-sponsor the camp, as it is a commercial enterprise but instead offer the lower rental rate of $ 150. 00 per day for a building rental of $ 1,500 for the 10 days.

Membership:Did not meet.

Celebrations:May still have a talent show this summer. Tim O’Brien expressed concern that the Easter Pot luck and Easter egg hunt at Devils’ Kitchen seemed underattended and asked if these type of events needed to be eliminated for lack of interest. TLC felt that it was not promoted correctly and that newmembers did not know about or understand about the tradition. Tim Obrien felt that fundraising at the beginning of Sunday Service should be eliminated and replaced with more traditional UUCGV events.

Change for Change: Lunch Lizard Program was chosen for May. Lunch Lizard provided lunches for school age children during the summer.

Budget:TLC had not worked on budget next year. They requested a detailed month to month report of their program expenditures be emailed to them individually by the treasurer and would try to get something together before the final budget. Shari Daly Miller proposed eliminating the 2 teen childcare people during Sunday Service and leave 1 adult childcare person. The money could then go to a paid RE teacher.

Russell Lockwood Leadership School:Early registration needs to be done before May 2. JoanieLeinbach, Andrea Tanner and Kathleen Hedlund have expressed interest in attending. Tim Obrien will follow up and talk to them about cost and their participation next week and get this to the board before the deadline if the board if OK with the $ 3,200 pre-pay prior to the start of next year’s budget.