OMD Board Retreat Minutes
May/June, 2008

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This is a summary of the board retreat minutes from the May 30-June 1, 2008 retreat. If you have questions about any of the items mentioned, please contact a board member. Please note that items voted on are led by ***

Friday Evening, May 30, 2008

On Friday night the weekend’s agenda was discussed. Those present agreed that many topics could be discussed ahead of time and voted on later during the official board meeting portions of the weekend. These minutes reflect the outcomes from the Board Meeting portions of the retreat weekend.

It was proposed that liaison assignments be done for clusters, which would allow for organizing cluster activity. Liaison assignments will be determined as the weekend progresses.

It was determined that an executive session was needed on Friday evening to discuss financial topics. For the first part of the discussion Joan VB remained, while the other staff left.

Audit: Joan indicated that an outside audit would cost $15-18,000. The UUA has a step-by-step plan for internal audit, which would cost less. To do an internal audit the board will need to appoint a 3 person task force of district members.

Discussion: Per Joan the cost for the internal audit involves paying for the travel of the 3 people. She also indicated that Ward had reviewed the UUA audit plan and he thought it was great.  There are online guidelines available. February should be target for finish date.

Bookkeeper situation and its affect on District Administrator: Joan indicated that the current bookkeeper could not provide details needed by District Executive, but our current administrator can provide much of this information. The only part that the administrator cannot do is the payroll, which can be done for about $1000 by outside agency.

Joan suggested that we take the budget line for the bookkeeper, subtract the payroll service amount, and give the additional to administrator in acknowledgement of increased workload. The administrator’s time would then be about 5/8 time, rather than half.

On return from the executive session portion of the meeting the following was discussed:

Association Sunday Money: Association Sunday money totals about $12,000. Joan presented the Resource Development Team’s suggestion of providing grants for clusters/consortiums for marketing, which would get the OMD a bigger bang for its buck. The consortium should provide matching funds. A form similar to chalice lighters grant form could be used. NE Ohio & Pittsburgh clusters already have some organization/enthusiasm around marketing campaigns that could benefit from Association Sunday Money.

The OMD is looking for applications from clusters for distribution of Association Sunday money. Applications will be due by Nov. 15. These will be reviewed by the resource development team. The Board will decide at its December meeting how money will be distributed. The application will require that matching funds be provided by the cluster. The cluster will also provide a summary report to board of the project/results.

There was some discussion about the Social Justice Action Committee on Friday night. See minutes from Saturday afternoon for formal proposals.

Saturday, May 31, Afternoon

Phil reconvened the meeting.

CLL Application: The CLL Committee recommended that Richard Dawson of First UU Columbus be commissioned as a CLL. See attached recommendation from Rev. Susan Ritchie.

Chalice Lighter Grant Guidelines were submitted by the Resource Development Committee for review and approval by the Board of Trustees (See the attached). There will be up to 4 calls per year.

Social Justice Action Committee discussion:
Based on last night’s discussion Joan indicated that an OMD Social Justice Action Summit should be held within the first quarter of the new church year (Sept-Nov, 2008). The summit’s focus will be on the five issues identified during the long range planning process: LGBT, Poverty, Environmental Issues, Peace, and Anti-Racism/Anti-Oppression. The goal will be to develop an OMD plan to address these issues. Invitations will be extended to current OMD members that are active in these areas.

Board Calendar Determination:
There are generally 3 meetings per year, plus DA and the Board Retreat. Meetings usually occur in August, December, and February. 
Schedule:
August 15-16, 2008 (Shaker Hts, OH)
October 16, 2008: OMD Board Conference Call, 8 PM
December 12-13, 2008 (Lewis Center, OH) (back-up is Findlay)
February 6-7, 2009 (Charleston, W.Va.) (back-up is Morgantown)

Other Important Events:
September 6, 2008: President’s Meeting in Belleville
October 18, 2008: “Big Ideas for Small Congregations” in Wooster
Date TBD: Webinar for Committee Chair Meeting (25 person limit)
Date TBD: Social Justice/Action Summit

Kathie requested input for theme speaker for next DA, Michael Durall, who would focus on one of his books, such as “The Almost Church.” Phil indicated that Mr. Durall had provided assistance to Rocky River during their recent building/expansion campaign. Overall response was positive for having Michael as the theme speaker.

Saturday afternoon’s session was then adjourned.

Respectfully submitted,
Linda Coulter, OMD Secretary