Board Minutes

Board Meeting

March 18, 2013

6:30 PM

Fireside Room

Minutes

The meeting was called to order by President Tim Alderman at 6:30pm.

Members present: Tim Alderman, Marj Barlow, Carl Clark, Carolyn Cusack, Judy Davoust, Reverend Ellen Debenport, Jane Knaus, Rodger Marion, Patricia Pattison, Scott Price (via Skype), and Business Manager Cherie Conway

The meeting began with prayer, a member check-in and a meditation.

The minutes from the February meeting were approved as amended.

Peace Pole Project

 

Kimberly Kruger, the principal donor on the project, was present to discuss details of the Peace Pole.  She began her presentation with statements of the Vision and Mission of the project.  The pole, inscribed in eight different languages, will be installed with a planter at its base.  The board expressed its appreciation for her generosity.  Members of the Board also expressed concern that the church, as recipient of the gift, not incur liability for the cost of completion or maintenance of the pole.  It was moved and seconded that the Board accept the gift.  The motion was passed unanimously.  It is anticipated that the pole will be installed in May, but it was suggested that it not be dedicated until September 21, the International Day of Peace.

 

The Business Manager’s Monthly Report was made by Cherie Conway.

                  A summary of the CFO refinancing was presented.  The total investments received were $701,019.09; $171.540.25 in cash and $529,478.84 in IRA’s. 

                  The business manager’s report, included as part of the minutes, includes all scheduled church events listed by date and title.

                  Reporting on facilities,  Cherie Conway stated that (1) the  campus sign project is under way and will be paid for by an angel donor; (2) a tree was blown down and the roof inspected for damage; (3) some items have disappeared; (4) the all church spring workday is scheduled for March 23; and (5) the pool will be open in April.

                  The Financial Report was reviewed with Judy Davoust, treasurer, and is included as part of these minutes. 

This month’s tithing was $2,067.  The Board voted to send one half this month’s tithe, $1.033.50, to the Hays County Food Bank. The other half will be distributed as follows:  20% to Unity Worldwide Ministries, 20% to Unity School of Christianity, and 10% to Unity South Central Region – USCR.

The Minister’s Report was made by Rev Ellen. 

                  The visitor and hospitality table guidelines were reviewed.

                  The Board discussed Ogun Holder’s visit and Rev. Ellen reported that Michael Gott will provide music and a talk on April 14^th.  Eighteen people participated in the Hell in her Hallway class, and a new book group is scheduled for Tuesdays. 

                  The Silent Auction will be held on October 25.  Wine and cheese will be served.

The Volunteer Appreciation Dinner plans were reviewed by Jane Knaus and Carolyn Cusack. It is anticipated that 60 volunteers will be in attendance.  Board members volunteered to bring flowers, appetizers, or cookies. 

Intentions

 

                  Before adjourning, the board set positive intentions for improved communications and connectedness. 

The meeting ended with prayer and was adjourned at 8:55 pm.

Submitted by,

Patricia Pattison, Secretary

Operations Board Meeting, July 16, 2012, 6:30 PM

Meeting was held in the Fireside Room.  President Rodger Marion presided. 

Members present:  Tim Alderman, Richard Newsum, Carl Clarke, Marj Barlow,  Carolyn Cusack, Scott Price, Judy Devourst, Jane Knaus

Scott prayed in, followed by board check in and meditation. 

Scott moved minutes from previous meeting be accepted, Carl seconded.  Minutes approved.

Financials from Tim:  All expenses paid.  Tithe checks from January were not sent and now will be distributed.

$1674 is the amount of this month’s tithe, based on expectations, will be distributed as follows:  Unity WorldWide Hadquarters, SCUCA, Unity Worldwide Ministries to receive $167.

  

Tithe to Susan Houchen ($500), Back to School Fiesta ($200).  Unity of Corpus Christi ($475).  It was reported that the Unity Men’s group voted to give the balance of their funds to the music program.  Jason Marion’s generous gift of sound equipment was noted with gratitude.

Operations Manager’s Monthly Report included

updates on gate for Ellen’s apartment

Discussion about pool condition.

Discussion about insurance renewal.

Discussion about “Our Amazing Year” and dates for more Strengths workshops.  The workshop for volunteers will be September 1 from 9:00 until 1:00 p.m.  Rodger and Marj will describe the Visioning, Our Amazing Year, and the next Strengths workshop at the HUG meeting on August 19, 2012.

Update and discussion about the Mashed Potato Cook-off was the last item of business.

Meeting adjourned and Scott prayed out.

Addendum on August 2, 2012

 

The following items were approved by the board in an e-mail vote:

 

Install new water heaters and shower accoutrements as described by Matt.  These items will be paid for from the fee received from Unity of the Hills and from the general fund.

 

Minutes from Unity of Wimberley Operations Board Meeting,

Fireside Room at 6:30 p.m.

 June 18, 2012

 

President Rodger Marion presided.

Members present:  Rev. Ellen Debenport, Tim Alderman, Judy Davoust, Carolyn Cusack , Richard Newsum, Scott Price, and Marjorie Barlow

Judy prayed in, followed by member check in and meditation.

David Conway brought his report on CFO options.  Discussion followed.

Marj Barlow moved adoption of minutes from last meeting, Jane seconded and minutes were approved.

Tim distributed the financial reports. 

Tithe of $1647 distributed as follows:  One tithe share each to Unity World Wide Headquarters, The Association of Unity Churches, and SCUCA.   Balance of $1152 will go to Wimberley Ministerial Alliance, to assist with Operation Good Shepherd.  Unanimous agreement.  

Ellen brought the report from operations.   Details included the completion of a new pool maintenance contract, the announcement of office hours to be kept by operations director Matt Heineman.  The item of a new computer is now no longer necessary because Matt brought his own computer.  Discussion was held about going back to the men’s group regarding the use of their donation.

The board discussed detailed arrangements for Reverend Ellen’s sabbatical.   The entire board and staff will attend a Strengths Workshop on Saturday, June 23, 2012.

Following Judy’s closing prayer, the meeting was adjourned.

Addendum:

At the Planning Meeting, held on July 16, 2012, a motion was made by Marj Barlow to purchase the new Unity Logo Package for $295 this year.  Tim Alderman seconded and motion passed unanimously. 

Operations Board Meeting, 

 May 21, 2012,  6:30 p.m. 

 Fireside Room

President Rodger Marion presided.

Members present:  Richard Newsum, Ellen Debenport, Judy Davoust, Tim Alderman, Scott Price, Carl Clark, Carolyn Cusack, Jane Knaus, Marj Barlow.

Operations manager Matt Heineman was present.

Susan Drews visited.

Richard prayed in.

Check in followed.

Meditation (Rodger)

Meeting Minutes approved as distributed.  Richard moved acceptance.  Motion passed.

Tim brought financial report.

$1650 tithe.  Tim moved that we give 10% ($165) each to Unity School, SCUCA and the Association of Unity Churches.  Motion passed.  Other recipients for the remaining tithe:  Unity of Joplin, MO, Marlene Shoteau, Good Shepherd,  and Unity downtown circle in Austin.

Operations Manager Matt Heineman made a report on building status.  Details available if needed in Secretary’s records.

Wild Life Report.    Acknowledgment of Susan Drew’s volunteer service.  Five year plan began in 2010.  More activities than we need for tax exemption compliance.  Bluebird project is great example of record keeping.  Bird blind, landscaping, land management aren’t formally acknowledged on a plat.   Appraisal district has agreed to review their files as to what might have been submitted.  Matt recommended we survey the 7 acres representing the church footprint.  Tax appraiser will come this summer to talk about the exemption as a religious org. as well as wild life exemption.  In fourth quarter of 2014, need to understand recommendation for next cycle.  Some tied to expenses, therefore impacts our budget.  Committee:  Susan, Ray Kresha, Lee Maxwell are deciding the budget.

Survey; next planning cycle, plans for bird blind will be brought to the board.

POOL maintenance issues: 

Jane Knaus submitted her resignation, clarifying that she will help but not be in charge.

Marj moved we hire a professional maintenance service.  Tim seconded.   Motion passed.  Matt will get bids for pool service cost.

Discussion about a pool manager.   Appreciation for Jane’s service as volunteer, making the pool viable and financially successful. 

Discussion about the Visioning process tabled until next planning meeting, set for June 11, 2012.  Next Operations meeting June 18, 2012.

Richard prayed out.

Meeting adjourned. 

Addendum:

Action taken at June 11, 2012 Planning Meeting:

Motion made by Ellen to make Matt pool manager/administrator and business manager.  Seconded by Carl.    Motion passed.

 

 

Board members present:  Ellen, Rodger, Scott, Carolyn, Jane, Tim, Carl, Judy, Richard, Marj

Pray In:  Scott

Minutes from last month's operation meeting were approved.  Scott made the motion, Carl seconded, motion passed.

Discussion about Board orientation and dinner on February 25.  Orientation in the Chaparral Room from 1:00 to 5:00 p.m.  Dinner at Carolyn Cusack's home at 6:00 p.m.

Consensus reached to do HUG meetings quarterly instead of monthly.  Annual meeting counts as first one.  Three more in 2012:  May 20, August 19, November 18.  Survey ahead of time with what do we want to know?  Next month, prepare questions for survey.

Board training homework includes the book by Cliff Christopher, "Not Your Parents Offering Plate."  Will do a segment in the training on this book plus the Board Orientation book.

Financials:  Tim wants to talk about pledge drive after we read the book.  Discussion held about Quick Books, outside resources, the CFO program.  Tim agreed to bring options for consideration.  Further discussion was held about computer deficiencies.

Board reviewed last month's financials.  Tim moved, Carolyn seconded that we tithe on $16,465 (the amount expected).  Distribution as follows:  15% to Unity School; 15% to SCUCA, Julia Smith ($250), Jim Beale ($250), Unity of Boerne ($325), Operation Good Shepherd ($325).  Mention was made that we budget $100 a month for Regional organizations giving to those who feed, not need, us.

Counters:  Rodger and Carl on first Sundays; Scott and Tim on second; Judy and Jane on third; Marj and Carolyn on fourth; Richard and Tim on fifth Sundays of each month.

Review of Board goals, Liaison assignments:  Youth Liaison to Ellen; Judy, assistant treasurer; officers are responsible for their office, Carolyn as food liaison.  Rodger suggested everyone to have goals so that they know what they are working for.

Pool:  Jane presented items regarding the pool.  She described the kinds of membership (individual, family, sponsored, and Unity Members-permutations--all added up to annual membership)  Jane suggested a one day pass, sort of like a fishing license.  She is inclined not to raise fees but to stick with what works.  For people who use the pool a lot, some gave extra checks.  Half price in August brought a lot in because local pools dried up.

Facilities:  Carl reported as facilities liaison.  Talking to Jeff about ideas that have been considered.  e.g.  pumps on pool.  Projected expenses will come with line items eventually.  Setting up e-mail for communication.  One big special project beginning in April:  spring cleaning, shelves, closets, outside clean up.  Will be asking for support and volunteers.  No date yet.

Carl discussed future evaluation for Santa and Matt.  Ellen wants a little more discussion before action is taken.

Easement Discussion:  Leslie said she will send reports to Rodger.  Carolyn proposes that we allow the project, pending further information finding by Leslie and provided there is no cost to us.  Judy seconded.  Motion passed with unanimous Aye vote.

Updates:  Table and chair rental?  No objections if Scott takes full responsibility.
Ken Oneill proposal discussed.  He wants to do weekly class at 8:00 a.m. on Sunday.  50/50 share of proceeds.  No action taken.

Green Team.  Continues to get organized.  Need volunteers.  Are we OK with this money (profit) being earmarked for green team funds?  The goal is to break even, covering the ten rental, t-shirts.  Discussion postponed until planning meeting.

Pray out- Scott.  Meeting adjourned.

Meeting held in the Fireside Room with Rodger Marion presiding.

Board Members present:  Richard Newsum, Ellen Debenport, Judy Devoust, Carl Clark, Scott Price, Jane Knaus, Carolyn Cusack, Tim Alderman, Marj Barlow, and Rodger Marion.

Members visiting were Matt Heineman, Susan Drews, Molly Steel, Mary and Ray Kresha, Dorothy Knight, Peggy Cole, John Clayton, Linda Kay Rogers, Leslie Howe, and Juliet Dickason.

Meeting was opened by President Rodger Marion.
Carl Clark prayed in.
Board was asked to check in with only one word to save time.
Rodger offered a meditation from Eckhart Tolle.

Marj Barlow moved that the minutes of the last meeting be approved; Scott Price seconded and motion passed.

Tim Alderman reviewed last month's financials.  Tithes are distributed, based on expectations, unless our local tithe income for the month exceeds our expectations.  Jane Knaus moved that we do that; Richard Newsum seconded the motion.  15% of $1647 (the expected amount) in the amount of $247 each to South Central Unity Churches Association (SCUCA) and Unity School and $1153 to Daily Word's Message of Hope program to distribute Daily Word to prisons and hospitals.  Motion passed.

Matt Heineman, Operations, Manager, presented part one of three parts with details of the wildlife tax exemption.

President Rodger Marion opened the forum for visitors to speak.  Open discussion with visiting members participating followed.

Susan Drews showed her five year plan for wildlife, offering to e-mail it to the board.

Acknowledgement and appreciation of these volunteers was spoken by several.

At 8:00 p.m., another open forum was held with a discussion about the board's March 5 decision not to sponsor the Celebrate Earth event and its subsequent cancelation. 

Carl Clark offered the closing prayer and the meeting was adjourned.

Addendum to March 26 operations meeting:

Discussion via e-mail was held among board members on March 28, 29, and 30, 2012.  A motion, made by Treasurer Tim Alderman, via e-mail, that Reverend Ellen be given a bonus of $1500 on the occasion of her third anniversary with Unity of Wimberley.

The motion was seconded by Marj Barlow.  Motion passed with six votes for, one abstention, and two no votes.  Board president, Rodger Marion, declared the motion passed.

The action was carried out in the 11:00 a.m. service on April 1, 2012, awarding Reverend Ellen a bonus of $1500, a card, and flowers.  Let it be noted in the minutes that a standing ovation was also part of the acknowledgement for Reverend Ellen.

Operations Board Meeting

April 16, 2012 - 6:30 PM

Fireside Room

Pray In– Ellen

President Rodger Marion presided.

Members Present:  Jane Knaus, Richard Newsum, Marj Barlow, Ellen Debenport, Scott Price, Carolyn Cusack

Members Absent: Tim Alderman, Judy Devoust, Carl Clark

Check in and Meditation led by Rodger. 

Marj moved acceptance of the minutes.  Unanimously approved.

Tithe in the amount of $1647 distribution as follows:

15% to Southern Central Unity Churches Association

15% to Unity School of Christianity. 

$288 each to Maggie Wagner, Baxter Lawrence, and Ron Steele.

Sufis given $289.

• A motion was made by Marj that there be no organized swimming pool lessons or classes for fee this season-2012.  Carolyn seconded.  Motion passed.
• Discussion and consensus that a small committee will draft policies for the church.
• Discussion about donation receipt form.
• Discussion about the Vision for this organization and its future.

Meeting adjourned.

Pray Out – Ellen

Board Action from Planning Meeting, May 7, 2012

Richard Newsum, on behalf of Scott Price, made a motion that the donation from Don Judge, earmarked for solar lighting, be spent on solar lights.  Carolyn seconded.  Motion passed.

Tim moved that the $400 earmarked donation from the Kreshas be returned to them with appreciation and explanation about the vote to discontinue earmarks.  Judy seconded.  Motion passed.

Suggestion that the $88 from Margaret White be given to wild life group was approved.

Respectfully submitted by Marj Barlow, Secretary

 

 Planning Board Meeting

February 6, 2012

6:30 PM

Fireside Room

6:30 PM - Pray In –

Additions to topics? Green Team, Sufi Service, Tables/Chairs rental option….

Check In (We will take some time to tell a little background about ourselves)

Approve minutes from January – Scott (emailed by Scott separately) Marj makes the motion to accept the minutes and Scott seconds….

Reminders

• Operations Meeting, Feb. 20

• Board orientation (starting at 1pm at Unity) and dinner at 6pm at Carolyn’s, Feb 25,  

• Due to Spring Equinox Mayan Ceremony at Unity on Monday, March 19th consider moving operational meeting to the following Monday, March 26^th Discussion of Richard’s concern of Unity sponsoring/hosting this type of event. Ellen gives some background on how events happen, survey results from years ago (50/50 split of interest in Unity/non Unity events). Scott will email the missing board members (Carolyn/Tim/Judy) to check in on availability for March 26^th….

 

New prayer schedule is attached below.

Topics

Proposal: Hold planning meetings at my home? Roger proposes, concerns meeting “off campus”, discussion ensues, not a lot of energy to doing it……

Elect Board officers (President, Vice President, Treasurer, Secretary)

Consider liaison roles and do we want an Assistant Treasurer role? Would we want officer terms to be two years? 3 new board members, 2 are 3 year terms (Marj and Judy) and Richard takes the remaining 1 year term (from David stepping off the board). Roger suggests board positions being a 2 year term, Ellen looked it up and it’s in the by-laws as a 1 year deal for board positions. So, if we are to make a change in this by law then it will be done at the next annual meeting. Also thoughts of creating an assistant treasury board position as well as Tim has been putting together a financial committee. The CFO committee is separate from the financial committee to be clear. Ed is our accountant more focused on daily/weekly finances of Unity of Wimberley.

Roger is OK remaining President and Tim is OK remaining Treasury.

Marj volunteers to be Secretary and is already blowing us away with her Sound Note ap that will record a meeting……..

Jane volunteers to be VP

Ellen makes the motion to accept the stated slate of officers, Carl seconds…

Pool manager? Who? How? – Jane volunteers to remain active in this role.

Assign Board members to liaison roles

Review 2012 goals

8:30 PM – Pray Out – Roger   Leading Prayer at Beginning and End of Unity of Wimberley Board Meetings
Feb 6, 2012 February 20, 2012	Roger Marion Scott Price
March 5, 2012	Tim Alderman
March 19, 2012	Carl Clark
April 2, 2012	Carolyn Cusack
April 16, 2012	Ellen Debenport
May 7, 2012	Marj Barlow
May 21, 2012	Richard Newsum
June 4, 2012	Jane Knaus
June 18, 2012	Judy Davoust
July 2, 2012	Rodger Marion
July 16, 2012	Scott Price
August 6, 2012	Tim Alderman
August 20, 2012	Carl Clark
September 3, 2012	Carolyn Cusack
September 17, 2012	Ellen Debenport
October 1, 2012	Marj Barlow
October 15, 2012	Richard Newsum
November 5, 2012	Jane Knaus
November 19, 2012	Judy Davoust
December 3, 2012	Rodger Marion
December 17, 2012	Scott Price
January 7, 2013	Tim Alderman
Monday, January 21, 2013	Carl Clark

 

Suggested 2012 Liaison Roles

Operations - Facilities and Grounds – Pool - Administration – Office. Carl is OK staying with this role

Web master & social media ---- Sheri Stockman?

Green Team & Wildlife under Operations….

Pool talk – possibility of having a hired pool person for summer 2012?

Youth Education – What if the minister took this liaison role since she supervises the Education Director

Events – Scott is OK staying with this role.

Volunteering - Welcoming Team (Ron) - Care Team (Carolyn) – Richard is thinking about this liaison role. However, it is currently undefined…….

Community – include marketing activities, Trail of Lights as an example.

Liaisons are designed to be inbetween the folks doing the actual work and reporting to the board. Intended to be like watering a flower, these areas get attention, more attention….. Idea to have each of us/liaisons come up with a needs list for the weekly newsletter.

Thoughts of combining Volunteering and Community Liaison positions, general acceptance….

Goals for each Liaison – everyone to review the stated goals and find 2-3 that you want to champion in 2012. And be ready to share and discuss these at the next planning session March 5^th.

Tables/Chairs rental to be further discussed at the next operational meeting, Feb. 20^th.

April 15^th is confirmed for a Sufi Service

April 14^th will be a trash clean up day for the stretch of highway taken care of by Unity of Wimberley.

Operational Board Meeting

Minutes Jan 16, 2012

 

 

Present: Rodger Marion, Jane Knaus, Matt Heinemann, Carl Clark, Carolyn Cusack, Rev. Ellen Debenport

Absent: Dorothy Knight, David DiTraglia, Tim Alderman, Scott Price

Visiting: Jim Beal; board nominees Richard Newsum and Marj Barlow

 

 

Pray In – Carl Clark

Check-in and meditation

Approve minutes from planning meeting 1-9-12 – Ellen moved, Matt seconded

 

Reminders of coming meetings

Annual Meeting Jan 22

Board Orientation and dinner Feb 25

Planning meeting Feb 6

Operations meeting Feb 20

New prayer schedule coming in Feb

 

7:06 pm FINANCIALS

 

(Treasurer Tim is absent)

 

Rodger - December last year we took in a little more but spent more

This year we were $4,000 to the good

 

Questions about the dashboard

The $10,000 in the operating fund looks great. Does it include all the earmarked funds ($6,000)? Have we paid the air conditioning bill? Or should we move more money into Reserves now? Will get with Ed and Tim

 

Tithes

Our minimum is $1435 – total tithing and gifts in December was $14,300.

 

$215 to Unity School

$215 to SCUCA

Leaves $1,005 to distribute

 

Unity Downtown Circle

Unity Georgetown

both starting with new ministers

Unity of San Marcos

Amigos de Jesus

Livestrong and other cancer support orgs – Matt will get names

 

$335 each to the three Unity churches

 

BUDGET for 2012

hoped Tim would have pie charts for annual meeting – not here

budget was approved last meeting

will clean up spreadsheet we approved and put in minutes, distribute copies

 

Matt asked about pay increase for youth director – didn’t get in budget

   but was listed in goals

will wait til Santa has been in job longer

also tied to success of church (over $20,000 in reserves consistently)

 

no specific development budget for youth

might come from minister conference money if Ellen doesn’t attend

 

7:35 pm ANNUAL MEETING PLAN

 

5-min reports with 2 mins for questions

Green Team – Matt and Scott

Wildlife – Susan Drews

State of the Church – Ellen

   pool, youth, music, etc

 

Financial summary for 2011 and pie chart on budget – Tim

 

Election of Board members

No paper – look on your nametag to see if you’re a member, no ballots

Take nominations from floor – if none, elect by acclamation

If do get nominations, put names on screen, hand out paper for people to vote

 

Nominating Committee – member and alternate; nominations from floor

  probably can vote by hand

  Molly Steel can explain how nominees were chosen (she chaired Nom Comm)

 

Scott does take minutes at annual meeting.

 

MISC

Carolyn ordered 12x18 sign for three handicapped parking spaces

Jeff will figure out how to make it Sunday Only

 

UPDATES from liaisons

·         Jane – volunteer appreciation dinner got put off - maybe talk about it in February

·         also talk about pledge drive early in year

·         Santa is thinking about a Meet the Parents event for youth dept

·         Rodger wonders if we need a new pool maintenance person with Jon Clayton retired – Jane will meet with Matt as new ops mgr

·         Board will also define Matt’s new role; Matt still plans to come to meetings

 

 

7:45 pm EXECUTIVE SESSION         

 

Jim Beal leaves; board nominees stay

 

Letter to Roberta Shoemaker-Beal has been signed by board members (attach to minutes)

Rodger to call Roberta tomorrow to set up meeting with him and Marj Barlow

 

If we are asked:

“The board has asked Roberta to step back from volunteer activities and it’s inappropriate to go into details.”

 

Roberta may attend Sunday mornings only – service, potluck, member meetings after services

 

Scott Price will take over Alternative Health Forum

Matt Heinemann wants to learn more about this labyrinth and its history, upkeep

 

 

8:50 pm Pray out – Carl Clark