OMD Board Meeting Summary
August, 2008

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This is a summary of the board retreat minutes from the August 16, 2008 meeting. If you have questions about any of the items mentioned, please contact a board member. Please note that items voted on are led by ***

You can download a pdf copy of this summary by clicking here.

Opening : Phil Reed welcomed group, thanked Kent for hosting at last minute, and read “One faith Many Voices,” a poem written by Michelle Rupp, Erie UU’s Vice President.

Discussion and Actions:

Minutes from Retreat: Two amendments were suggested.

Phil introduced Meeting theme: what’s it mean to be on the board, our responsibilities, how we will work together, our responsibilities for budget.

Review of board covenant: Karen Z read the covenant.

Goals - 2008/2009 and five year plan were reviewed.

Set of goals (page 4 of packet) as determined at Board retreat:
2008-2009 Goals:

1. Become fair compensation for all staff
2. Hold an OMD Social Justice Action Summit within the first quarter of the new church year (Sept-Nov, 2008)
3. Create a Growth and Extension team

Other items that have come since retreat:

1. Kathie discussed future of DA related to growth and goals. In 2010 DA will be held at a hotel. This will meet the 5 year goals of serving congregations, leaders, groups with district.

Discussion will be needed regarding cost increases, how these will be covered (e.g. increased registration fees, scholarship), and how to plan for financial accessibility.

2. Review of work from long range planning committee (see pre-meeting packet). The 5-year plan includes detail on how the OMD will serve all, congregations, leaders, and groups within the district.
3. Board work: A perpetual calendar is needed. Items that need to be added to calendar should be sent to Phil.
4. At every meeting members will share experiences on how to be a better trustee.

District Processes

1. District Trustee to the UUA: The position is up for election every 4 years. A person can be elected twice. Pat Solomon is finishing her second term (8 years). A successor must be elected at the next DA. A form is available on the OMD website. There are 4 meetings per year in Boston and work between meetings. Trustee attends OMD board meetings, DA, and GA. This is a volunteer position. Travel expenses are paid for by UUA. Applicants will be reviewed at the October meeting. Ballot must be approved. Current trustee term is finished at end of GA 2009.

2. Board Expectations: What do we expect from each other? From officers? A list of things that members have worked in previous experiences was developed.

3. Executive Committee (President, VP, Secretary, Treasurer): Responsibilities of EC are stated in the by-laws (Section 11, page 5).  In practice the EC: 1. Makes decisions on areas of immediacy between board meetings. 2. Determines the agenda. Decisions made between board meetings by the EC should be communicated to other trustees in a timely fashion.

Chalice Lighter Grants

• New River (Beckley, WVa) – Over $4000 was received to help kick-start their outreach and obtain a sign to improve visibility.
• Sunnyhill – Call is out now. Grants will assist in funding an interim minister.

Budget and Finance report
Ward provided preliminary information on budget/finances of OMD. Discussion followed.

• 2007/2008 End of Year and 2008/2009 Working Budget: 2007/2008 End of Year budget shows operating deficit of $10,935.
• Discussion: Frequency of financial information: Detailed report in preparation for DA and following fiscal year. (February – working detail, August – end of year details) Summary of working budget can be presented at June, August, and December OMD board meetings.

Event Reports from Attendees
Board members and staff reviewed their experiences at UU related events, included GA, UULTI, and SI.

Staff Reports – see pre-meeting packet for written reports. Of particular note and in addition:
District Executive

• NEO Pilot Project for Small Church Growth – The 3-year program involves a consultant paid by the UUA (Ellen German Milouch), 6 congregations (to be chosen), a team will meet 2x/year re small church healthy congregation issues. This is the second project in the country and will begin on Nov 7,8,9. Congregations pay bill for travel. Three people from the OMD will be trained for small church growth consultants.
• Resource Dev Team recommendations regarding Association Sunday grants – about $9000 available as matching funds to clusters/groups of congregations. Applications are going out soon. November is due date for applications. RDT will work with apps to develop very tight proposals.
• Social Transformation Summit: October 11 in Columbus. This is a planning summit.
• 10 ministerial transitions are occurring in the district
• Four potential start-ups: Oil City, Pa (Erie satellite); Ashtabula, OH; Fayetteville & Elkins WVa

Other Staff:
Life Span Faith Development:

• There are 4 new DREs in the district
• 1 DRE opening
• Established RE leaders are being proactive in welcoming new DREs.
• Karen found UULTI to be a transformational experience

Committee Discussions
Discussion of Committee Chair Guidelines: Each committee needs a liaison. Committee Guidelines are on the OMD website. Charges for each committee are included in the guidelines. District program committees have staff liaisons. Other committees have board liaisons.
           
Charges for committees were reviewed.

The board agreed that work needs to be done on the charges for the following committees: Accessibility, Finance, Lifespan Faith Development, Social Transformation Team (in development – TBD Development), SI, UU Young Adult Network, WI, YAC. Updated charges are needed for October conference call. Joan Sabatino will be the point person for these updates.

Assignment of Committee Liaisons:
Accessibility: Joan VanBecelaere, District Executive
Commissioned Lay Leader Committee: Joan VanBecelaere, District Executive
District Assembly Planning Team: Kathie Slater, Board VP
Finance Committee: OMD Treasurer
Leadership Development Committee: Joan VanBecelaere, District Executive
Lifespan Faith Development: Karen Lapidus, Lifespan Faith Development Consultant
Nominating Committee: OMD President
Resource Development Team: Joan VanBecelaere, District Executive
Social Transformation Team: (in formation) Joan VanBecelaere, District Executive, Karen Zoller, Board Trustee
Summer Institute Committee: Joan VanBecelaere, District Executive, (however all staff work at this)
UU Young Adult Network: Ellen Carvill-Ziemer, Young Adult and Campus Ministries Consultant
Winter Institute: Kathie Slater, OMD Board VP
Young Adult Committee (YAC): Erin Riffle, Youth Ministries Consultant

Review Congregation Liaisons: The major liaison responsibility is to keep our congregations up-to-date on current district events

Trustees
Rev. Lynn Acquafondata (4/09)
• Congregational Liaisons: Erie, Jamestown, Girard, Meadville, Slippery Rock, Warren, Youngstown

Sam Hens-Greco (4/11)
• Congregational Liaisons: East Shore, Olmsted, Berea, West Shore, Cleveland Heights, Shaker Heights, Urban Hope

Beth Houseknecht (4/09)
• Congregational Liaisons: Morgantown, Bellaire, Beckley, Huntington, Charleston, Athens, Marietta

Bill Millikin (4/11)
• Congregational Liaisons: Bellville, Delaware, Lewis Center, Columbus, Reynoldsburg, Chillicothe

Rev. Joan Sabatino (4/10)
• Congregational Liaisons: Indiana, Ligonier, Smithton, Toledo, Lyons, Bowling Green, Findlay

Brad Taylor (4/11)
• Congregational Liaisons: Akron, Kent, Youngstown, Canton, Wooster, Sandusky, Oberlin, Westfield Center

Karen Zoller (4/10)
• Congregational Liaisons: East Suburban, First Pittsburgh, North Hills, South Hills, Allegheny
• Committee Liaison: Social Justice Transformation Team

Other Reports - APF Dues. See page 5 of pre-meeting packet. There are significantly more fair share congregations than last year at this time.

Review of Goals
One Year:

1. Generate perpetual calendar
2. Transition to prose financial reporting
3. Develop summary financials
4. Add portfolio interest and 3 years rolling average projections of the 5.5%
5. Time Audit staff allocations
6. Update board policies r/t committee guidelines

2-Year:

• Transition budgeting from purely operational to operational and oversight
• Develop emeritus council of past chairs for SI & have paid staff

2009 Calendar

• Sept 4. - Committee Chair online mtg.
• Sept 6. - Presidents Mtg.
• Oct 11 - Social Transformation Summit
• Oct 16. - Board conference call mtg.
• Dec 12-13 - December Board Mtg. (Lewis Center or Belleville or Findlay)
• Feb 6-7 - February Board Mtg. (Charlestown or Morgantown)
• Large Church – early March,(first weekend) by NRG
• Mar 27-28 - District Assembly (Shaker)
• June 12-14 – Board Retreat - N. Bend State Park, W.Va.
• Jun 24-28 - General Assembly (Salt Lake City)

Other Discussion:
Board discussed its responsibility to be nonpartisan during the US elections

Closing

Meeting adjourned at approximately 3:20 PM.

Respectfully submitted,
Linda Coulter
OMD Board Secretary