MINUTES
BOARD OF TRUSTEES MEETING 
SECOND UNITARIAN CHURCH OF CHICAGO
Wednesday, August 11, 2010
I. Gathering
  • Meeting called to order at 7:17 pm.
  • Attendees:
    • BOT:   Mark Sneathen, August Staas, Laura McKee, Liz Krumwiede, Neal Shankman, Jonathan Dunmore, Curtis Smith, Norman Groetzinger
    • BOT-Approved Absences: Jeff Siegel, Berlinda Browne
    • Staff:   Rev. Adam Robersmith, Gabrielle Parra, Chris Engler
    • Additional: Susan Frances, Curt Powell
  • Approval of Minutes
    • Approved: Liz moved to approve the July minutes; Norm seconded; approved unanimously.
  • Opening Remarks (Mark)
II. Staff Reports
  • Consulting Minister's Report (Adam)
  • Please refer to the written report - Attachment A
    • Adam is considering Adult LFD needs.
    • Staff is streamlining their workflow and working on the 2010-11 church year calendar, including scheduling Sundays.
    • Community Night -    Community Night is restarting beginning September 15, 2010. It will consist of dinner at 6:00 pm, Vespers service at 6:30 pm, and activities at 7:00 pm. Community Night will be held on the first Wednesday of the month beginning in October.
    • Adam decided not to go to the conference in Atlanta due to the cost.
    • Interviews for the Music Director position will take place on August 29, 2010.
    • Chris Engler is looking at how the rental fees are structured.
    • Adam is away August 12-24, 2010.
  • Director of Programs' Report (Gabrielle)
  • Please refer to the written report - Attachment B
    • Gabrielle is planning for the 2010-11 LFD program. There will be four classes for children. A few more teachers are needed.
    • Town Hall Meeting - August 8, 2010
      • Most people want the Story for All Ages to return, but not everyone. Some raised concerns about safety.
      • Gabrielle is recommending that we reinstate the Story for All Ages every week, solicit feedback from the congregation in the Fall and Spring, and hold a formal discussion (Town Hall Meeting) in advance of the Annual Meeting.
      • Laura mentioned that we should have relevant and high-quality stories. Adam agreed that the stories should enhance the service. Adam also commented that he was very happy about the discussion process and communication surrounding this issue.
      • Gabrielle said that there was minimal discussion regarding the words of welcome and going back to two services. Adam said that returning to two services is inevitable at some point. Jonathan mentioned that he likes the idea of Adam starting a Vespers service because it is good for growth and outreach.
III. Board Reports
  • Treasurer's Report (Laura)
    • Laura and Jonathan met with Chris Engler to discuss the budget and accounting processes. They reviewed the closing statements for the 2009-10 church year. There was a deficit of $108,000 last year. This isn't too bad considering the unplanned severance expenses and loss of pledging units.
    • We are doing well financially and attendance-wise.
    • Laura is approaching Gregory Redfeairn about chairing the Finance Committee.
    • Dave Maly and Alyssa Stowe will once again chair the fundraiser (hooray!). It will be a masquerade themed event on October 23, 2010.
  • Council Report (Neal)
    • Susan Ziegler will hold a meeting Sunday about the AIDS Walk. All money that 2Uers raise will go directly to the Chicago House.
    • LFD held a Town Hall Meeting (see the Director of Programs' Report).
      Hospitality (Pat Zukosky, Chair) has four new volunteers, so Sunday teams are looking good.
    • Music Committee is searching for a Choir Director. Auditions and interviews will be on August 29, 2010. There are four candidates and they will each have a 30 minute audition with the choir.
    • Membership Committee is doing one final outreach to members who left the church (but not those who resigned their membership). There were about 22 new members in July!
    • Social Justice Committee is planning an upcoming health needs assessment survey.
  • Building and Grounds (Curtis)
    • Someone raised safety concerns - the exit sign over the piano is covered, we need treads on the stairs to the Palmer Room, there is no capacity sign in the sanctuary.
IV. Discussion Items
  • Personnel: Consulting Minister contract update
    • Jeff and Adam finished Adam's contract and Mark reviewed it. They are sending it to Ian from the District to get his feedback and then will send it to the Board via email for review.
  • Transition Items
    • BOT retreat date: Sunday, August 22, 2010 from 1-5 pm in the loft
    • Background materials - Wiki & policies (including hiring members as staff)
      • Everyone has Wiki access, no issues
      • August found binders with policies. Laura will look for updated personnel policy circa 2006-07. Liz will add policies to the Wiki site.
      •  Hiring Members as Staff - Laura gave the history of how the hiring policy was changed. Norm said at his place of business, he won't hire people he knows. Neal pointed out that the line between a member and non-member is very fine. Adam disagreed, stating that there is a qualitative difference between a member and a non-member, because by signing the book, one is entering into a covenant with the congregation. Adam thinks the policies are okay now, and we need to think about what we want the policy to achieve before we can decide if it needs to be changed. Mark said that it can be good to hire people we know. Jonathan stated that the Music Committee needs the current policy, because the Music Committee and Adam will be conducting auditions and interviews, then making a recommendation to the Board for approval. Neal said that it's hard to discuss someone that we don't meet or interview.
  • Bank signatory update - Awaiting final paperwork for North Community Bank signatories.
  • Endpoint Theatre Proposal
  • Curt Powell presented his proposal for 2U renting space to the Endpoint Theatre.
    • Discussion - Adam said we should consider the building use at large with regards to scheduling. Norman wants us to consider financial and legal issues
      Approved:Laura moved that the BOT form an Exploratory Committee to look into the financial, legal and community issues related to the Endpoint Theatre Proposal; Neal seconded; approved unanimously.
    • Norman requested that the Endpoint Theatre Proposal be added to the agenda for next month.
  • Nominating Committee and COMS member recruitment/nomination
    • Due to time constraints, this was tabled until the next meeting. It will also be discussed at the Board retreat.
V. New Business
  • Chicago Coalition of Welcoming Congregations
    • Norman mentioned concerns over our relationship with this group. Background was provided regarding our affiliation. Adam recommended that any concerns be discussed with Rev. Rudra Dundzila.
VI. Closing
  • Action Item Review
    • Endpoint Theatre Proposal Exploratory Committee - Laura and August
    • Building and Grounds safety issues - Curtis
    • Minister's contract - Jeff and Adam
    • Gabrielle to provide updated membership directory
    • Liz to update the Wiki
    • Gabrielle/Laura/Chris Engler to find current hiring policy
  • Meeting adjourned at 9:48 pm
    • August moved to adjourn the meeting; Jonathan seconded; approved unanimously.
Respectfully Submitted,
Liz Krumwiede
Secretary, Board of Trustees
Second Unitarian Church
Attachment A
Rev. Adam Robersmith
Board Report for Aug 11, 2010
 
Preparations are coming along well for the 2010-11 church year.
  • I've been working with August Staas to get Adult Faith Development opportunities going in the fall; I will likely teach something brief in the fall and something longer in the spring.
  • The staff has been looking at ways to improve/streamline our work and will continue to do so through the coming year. For example, we've been developing calendars and spreadsheets as internal tools so that we have the same information.
  • Scheduling for the worship/LFD calendar is underway and coming along well.
  • We'll be restarting Community Night on a once/month basis, beginning with Sept 15, and then continuing on the first Wed of each month.
  • I'll be starting a weekly Wed early evening vespers service starting on Sept 15th starting at 6:30pm. It'll be singing, readings, and silence for approx 20 min with 10 min of prayer and meditation in the sanctuary afterward.
  • I've decided against going to the staff supervision workshop in Atlanta at the end of September. It's simply too expensive. I will seek additional education in more cost-effective ways.
  • Interviews for the new Music Director will be on Aug 29th, with a hope of having a decision shortly thereafter.
  • I've asked Chris Engler to look at our stated rental fee structure with an eye toward its application and effectiveness and to develop a report/proposal for review and discussion.
  • I will be away Aug 12 - Aug 24 to co-lead a conference at Ferry Beach, a UU camp in Saco, Maine. I will be back in the office on Aug 25.
Attachment B
Gabrielle Parra, Director of Programs
Report to the 2nd Unitarian Church Board of Trustees
August 11, 2010
 
Church Year 2010-2011 Planning
  • Met with Rev. Robersmith to map out calendar for 2010-11. Please see the Minister's Report for further details.
  • Community Night launching on September 15.
Children & Youth Faith Development
  • Planning for four classes in the fall:
    • Green Caterpillar Room (0-3yr olds)
    • Spirit Play (3yrs - 1st grade)
    • UU Explorers (2nd - 5th grade)
    • Youth Group (6-8th grade)
  • Some returning teachers to Spirit Play
  • Teacher identification & recruitment is underway
  • Curriculum ordered for UU Explores & Youth Group (we already have the Spirit Play materials).
Summary of August 8, 2010 Town Hall Meeting
  • Turnout was excellent. I was very pleased to see so many members & friends come to discuss how we worship together as an intergenerational community.
  • Special thanks to the Board members who attended.
  • The overall opinion seems to side with reinstating a Story for All Ages.
  • It is worth noting that a few people are not in favor of a Story for All Ages.
  • Some people expressed concerns about safety should we reinstate a Story for All Ages.
    • The professional staff, LFD & RSC committees are prepared to address safety concerns.
  • There was some discussion as to how often a Story for All Ages would be part of worship.
    • Every week
    • Every other week
    • Once a month
      • Note: We plan to continue intergenerational worship services as a regular part of our service schedule.
  • Some concern was expressed about the quality of service should we reinstate a Story for All Ages.
    • Rev. Robersmith gave assurances that a Story for All Ages will be for all ages and not "romper room."
  • The meeting closed with a commitment on behalf of the Consulting Minster, Director of Programs, LFD & RCS Committees to more forward thoughtfully and seek feedback on a regular basis as we move forward to changes to our worship structure.
Summary of Feedback about Story for All Ages outside of Town Hall Meeting
  • Received emails from four parents, all in favor of reinstating the Story for All Ages.
  • Received two additional emails from non-parents, both in favor of reinstating the Story for All Ages. One included some suggestions.
  • Received five written response forms after Town Hall Meeting with suggestion about:
    • Frequency of Story for All Ages
    • Intergenerational worship
    • Process
    • Evaluation of Story for All Ages
Recommendations
  • Reinstate a weekly Story for All Ages in the fall for the 2010-2011 church year.
  • Solicit feedback from the congregation, likely via the Anvil, in late fall of 2010 and early spring of 2010.
  • Discuss the continuation, termination or change to Story for All Ages in spring of 2011,likely at a Town Hall Meeting in advance of the May 2011 Annual Meeting.
  • Please see Michelle Richards article, Creating a Multigenerational Culture, (attached) in support of reinstating a Story for All Ages as well as continuing intergenerational worship.
Communication
  • Will include a summary of the Town Hall Meeting in the Anvil coming out this week.
    • include a link to detailed minutes
    • include a link to the Michelle Richards article
    • ask again for feedback
Respectfully submitted,
Gabrielle Parra