December 13, 2010
Board Meeting for December 13, 2010
Agenda
- Reading - Marcia
- Check-in
- Minutes approval - Dan
- Treasurer’s report - Karl
- Minister’s report - Marcia
- Directory/Google Group- Anders
- Membership - Discussion
- Recognition Service
- Advertising
- Religion Documentary
- Membership numbers UUA
- Set up/opening scheduler
- Signs-Tode
- Action Item Summary
Topics
Minutes were approved
Setup/Closing Schedule is in progress
- Karl • talk to Alex about the credit card linked to the phone
- Tode • Membership book retrieval, will give Marcia a tour of inventory at the HSC
- Tode • work on procedures for Sunday close up of the Senior Center
- Liana • Vancouver Newsletter: we will put a link on our Web site, with a link back.
- Liana • List special collections and links to organizations on the website
- Liana • List small groups and schedule on the website, bulletin board and email
- Marcia • Incoming member information goes to Betty, Karl
- Hank • will ask Betty about Directory updates
- Liana • will ask Alex about the signs and possible new decal sign for new window
- Setup • add more seats at the service
- Dan •Board Column “From the Board” for the newsletter
- Hank • Post meeting time of small groups and repost the list of small groups on the Wy’east Google Group.
- Board • Board Member Bio for bulletin board
- Dan • Research scheduling for room activities
- Hank • Check into volunteer canvas / volunteer fair.
- Tode • Contact the documentary producers
- Tode • Talk to Amber about chairs/ seating issues
- Board • Look into creating a committee for exploring future larger spaces for our growing congregation
Convene
Meeting began at 7:29 PM, Tode, Hank, Karl, Dan ,Marcia and Anders in attendance.
Minutes were approved
Karl gave the October Report. 1/3 into the year, income is even at 1/3, with expenses at 25% of the total expenses for the year. November looks like expenses exceeded income by a couple hundred dollars. First couple of repayments of Susan’s loan have been received. There are continuing concerns about the amounts paid for the Community of Welcoming Congregations and one of the guest speakers. The amount for the Community of Welcoming Congregations was set at $100, but we paid $150. There was confusion that the amount promised to a guest speaker, normally $100, was $200.
The Worship committee is trying to utilize their constrained budget of $1700 to plan for another UU minister to preach once a month so there would be at least 2 UU sermons a month.
Average donations during July, August, September were about $200, October and November were up, both averaging $270.
There is an increase in attendance, and a need to review seating needs, both total occupancy and a more welcoming configuration. Who will purchase new chairs, where will they be stored, will it be above the total capacity of the building? The building capacity is set at 200 seated for the whole facility (all rooms). Some chairs need replacing, recovering is more expensive than replacing.
There will be a “Path to Membership” class in January, scheduled for January 9th and 16th after service. 6-8 people that might be ready for that class. There should be DVDs and kid friendly activities provided during the class time.
There will be a new member recognition ceremony on February 13th.
Idea for a possible “Volunteer Fair” - ask people to sign up for volunteer activities: RE, setup, leadership roles, committees, ushering, hospitality, etc. Might be started in the canvass model, small groups.
There are the two main lists (chat and main) plus: RE List; Worship List; Board List; Newsletter List Alert
Two people on each committee need to be able to maintain and administer their lists.
Elizabeth might have permission to approve people on the two main google mail lists.
Where is a good place for the directory to reside? Maybe a collaborative for Internet savvy to update their directory entries.
Directory entries should be treated as member affiliation, and use the same policies for member retention and directory entry retention.
Should we start fresh with an all opt-in new directory, have all information entered new for all members, with levels available for how much information is published in the directory?
Should we make the login visible on the new website, so members can create accounts, login and after being authenticated, given permission to show the directory and sign up for newsletter/email lists?
Need to research methods and policies. Committee set up for working though the directory and email list issues. Hank, Marcia and Dan volunteered to be on this committee.
There is a documentary being produced about religion in Portland. They have been to a Wy’east service and would like to include us in the documentary. Tode will set up a meeting and discuss our reservations and get more information about their film.
Membership count was at 52, now may be at 60
Setup/Closing Schedule is in progress
Jerry has a sign shop and has ideas about replacing the front sign. Alex and Jerry will discuss the options.
Worship committee will be trying to schedule a minister-led service for every other service.
Adjourned at 9:30pm