UUA Board of Trustees (BOT) Report 4/02

Another energizing Board meeting! Sorry this has taken some time to put
together. Work has been double-duty lately. The Mid-South District Annual
Meeting was this past week-end. And TWICE some of this report disappeared
to the computer gremlins. But…the following is my outline format followed
by the details in each area. As always, if you have questions or comments
please let me know. I’m changing my e-mail server but the UUA will always
be able to catch up with me so use lconley@uua.org or call me at
770-934-9696 (evenings - until 5/31 when that will be my ONLY number as I
transition into retirement from my work of almost 30 years for local
government).

1. Board Process
2. President Sinkford’s Report
3. Executive VP Montgomery’s Report
4. Moderator Olson’s Report
5. Communications and External Affairs [C&EA WG]
6. Ministry WG
7. Religious Education/ Faith in Action [RE/FIA WG]
8. Congregations, District and Extension [CD&E WG]
9. Finance
10. Annual Program Fund
11. District Grant Formula
12. Beacon Press
13. Committee on Socially Responsible Investing
14. ICUU (International Council of Unitarians & Universalists)
15. District Presidents Association Presentation [DPA]
16. Administrative, Organization and Personnel Committee [AOPC]
17. General Assembly
18. Voting on Bylaw Changes
19. Distinguished Service Award
20. The Committee on Committees [COC]
21. Financial Advisor’s Report
22. Journey Toward Wholeness

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1. Board Process
We adopted a Board Covenant on which we had done preliminary work in
January and was wordsmithed to create the following:

"Inspired by the dynamism and principles of our faith, we, the members of
the UUA Board of Trustees, covenant to cultivate and practice mutual
respect; to employ the democratic process in our collaborative work; to act
out of personal integrity, honesty and trust; and to demonstrate leadership
that is caring and nurturing, open and transparent, visionary and
empowering. We are committed to champion excellence as we work toward the
realization of a healing and transforming, justice-making, anti-oppressive,
anti-racist Association and world community."

We proceeded to adopt the Board Mission Statement:
"We assemble as a joyful, energetic, spiritual community, agents for
anti-oppression, open to transformation, proclaiming the values of our
liberal faith. We commit ourselves to transparent leadership to focus and
direct resources, fostering the growth and health of our congregations and
our movement."

2. President Sinkford’s Report
Bill has continued an extensive travel schedule and he experiences
"palpable energy." One of his trips was to India and the Khasi Hills. His
report contained vivid illustrations of how we support life-changing,
society changing ministries to the people there. In addition his promise to
provide a more public voice continues to be fulfilled. The focus is
changing more from a focus on him to the work of our congregations and the
Association. Several areas of action include:
Safety for Children: UU involvement in drafting MA legislation to make
clergy mandated reporters of sexual abuse of children. This is an
interfaith effort with our voices joining those of the UUC, Baptists and
Christian Scientists.
Affordable Housing: Participation in the Greater Boston Interfaith
Organization, with local churches, to support a project to build units of
low-income housing. Bill will also speak at a press conference 4/24 in
Washington, D.C. at the Religious Leader’s National Call for Action on
Housing.
Responsible Social Investing: We have taken shareholder action against
Exxon/Mobil about discrimination on sexual orientation and against
Federated Department Stores against the sale of rugs made with child labor
in third world countries.

(Further comments will be found in Anti-Racism and Finance sections.)

3. Executive Vice-President Montgomery’s Report
Kay reported on several staff hires in conjunction with the UUA Staff
Restructuring Plan. If you want details let me know. Several searches are
on-going:
Director of District Services. This is a Sr. Staff position created by
splitting the former CD&E (Congregational, District & Extension Department
into two separate foci)
Director for Lay Leadership Development in the newly formed "Congregational
Services Staff Group"
Ministerial Credentialing Director in the newly envisioned "Ministry and
Professional Leadership Staff Group"
A Religious Education Credentialing Director (same group)
A Ministerial Development Director (same group)

Without overstating it there is tremendous transition…and the current staff
is "holding up with amazing grace."

4. Moderator Olson’s Report
(Note: Diane was moving from Phoenix, AZ to Oakland, CA on Monday following
this meeting. And that’s just temporary until they find a house - so she
has to vacate that space 6/14. GA starts 6/19. I guess we took her mind off
it J)

Diane has also maintained a heavy travel schedule, doing her best to
combine trips but always with the idea of making connections where ever she
lands. Her emphasis on community building that will lead to growth.

She urged us to consider what measures we (the BOT) will use to determine
our progress in working toward being an anti-racist, anti-oppressive and
multi-culturally aware body. We will be discussing this in the Fall and
hope to produce a replicable scale that can be used by other groups to
measure their own progress. We will be considering things such as
transparency, connections to build community & trust, equal access to
information & education, and a review of our policies. If you have any
suggestions or comments please let me know.

Working Group (WG) Reports
(The BOT is divided into four Working Groups to better concentrate on
specific areas of concern. Their reports come back to the full BOT for
information and necessary actions.)

5. Communications and External Affairs [C&EA WG]
See the ICUU report

John Hurley, reporting on Public Witness, sited UUA efforts in MA to enact
legislation making it mandatory for clergy to report sexual abuse of
children. UUs are working with UCC, American Baptists, Christian Scientists
and Catholics. The emphasis for public witness will be to encourage
ministers and congregations to get involved in local issues. Every UU
should be aware of opportunities for public witness.

The Board voted to accept the following policy regarding the use of e-mail
communication. "Use of e-mail must in no way compromise the confidentiality
of communications so designated. Discussion of confidential material, such
as certain personnel or legal matters, must be done in person, by regular
mail, or by conference call." As we all live and learn in regard to new
forms of communication I offer the above for consideration in your own
congregation.

And on another technological point, the Board requested that the
Administration report to the Board in October on the feasibility of using a
digital identity system for GA 2003 in Boston.

6. Ministry WG
The Board approved grants as recommended by the Panel on Theological
Education.

The discussion concerning "Redesigning Fellowship" continues. Basically all
ministers would get the same ministerial preliminary fellowship and
specialties (Parish, Community, RE) would be formed and recognized during
the renewal process that leads to final fellowship. The Ministerial
Fellowship Committee [MFC] is the primary "driver" of this proposal. It has
been a lengthy process to develop the proposal to this point. Ample time
has passed from the initial development that now additional education,
discussion, and feedback about the proposal is warranted. All necessary
parties will have input during the next year. The UUA Board hopes to have a
final proposal presented at the April 2003 Board meeting.

7. Religious Education/ Faith in Action [RE/FIA WG]
RE Credentialing: the focus will be to set similarly high standards as the
ministry. There will be a Director of RE professional credentialing. The
creation of the new staff group "Ministry & Professional Leadership" is
intended to lift up the importance of religious educators, raising their
visibility to and in the consciousness of a congregation’s life.

Ethics & Congregational Life Task Force: This new group will address
complaints about ministerial conduct, separating this function from the
former Dept. of Ministry and the MFC. The charge will extend to complaints
about religious education professionals.

The new Advocacy & Witness [A&W] staff group includes the UUA Washington
Office.
They are moving into new office space on Dupont Circle.

The former FIA Dept. will not exist in the new structure. Social justice
work will be a part of four different staff groups, not marginalized, but
integrated into the work of the association. A concern is that
anti-racism/anti-oppression work is being diluted. It is very much not the
intent. The restructuring allows this work to become part of our
infrastructure. To be sure, there will be some change in how this work is
done. The original training was seen by some to be too "creedal." Some
change is planned to make the AR/AO initiative more suitable to UU
tendencies. Part of the impetus for this came from two feedback sessions
with congregational leadership this past winter/spring. In the newly
separated staff group Congregational Services, to be headed by Rev. Tracy
Robinson-Harris, there will be an Office of Congregational Justice Making
to include social justice empowerment programs and Journey Toward Wholeness
AR/AO programs.

8. Congregations, District and Extension [CD&E WG]
Trustee, Judi McGavin presented 3 new congregations to be welcomed into
membership: Sedona UU Fellowship of Sedona, AZ, All Souls UU Community of
Olympia, WA, and All Souls UU Church of Grand Rapids, MI. One congregation
has disbanded: Quinte Unitarian Fellowship, Belleville, ON.

Growth of UUism is measured in numbers, organizational life, ministry and
witness in the world. One of the tools is the New Congregation Formation
Task Force. The BOT will receive a full report in June but we were briefed
on the concepts of this plan. All data supports the idea that growth of our
faith will come through mid-size to large congregations. This plan
envisions the intentional start of congregations with a full-time Minister,
Director of Religious Education, Administrator, and Music Director on staff
and ~200 people in the pews on opening day. The pilot project for this
concept is in the Dallas/Ft. Worth, TX area.

The Board passed an addition to Rule 3.5.2 Inactive Congregations. When a
congregation does not submit an annual membership report for three
consecutive years that congregation will be placed on an inactive list.
Each September the Congregational Services Director will initiate the
process to contact all inactive congregations. A report with
recommendations will be given to the UUA Board at the following April Board
meeting.

There was a discussion concerning "snowbirds." At the request of a member
of a FL congregation I had posed the concern via e-mail about members of
two congregations paying two UUA Fair Share amounts. Mary Miles, Annual
Program Fund Director, related that this topic had been discussed
previously. Additionally, she surveyed Field Staff about their perception
of the problem. There was insufficient response to warrant further
discussion. It just has not been seen as a big problem.

Jesse Jaeger, outgoing Young Adult & Campus Ministry Program Associate,
related that their intent is to have 7 regional consultants to help
congregations & districts set up young adult & campus ministry programs. A
Campus Ministry Advisory Council has been created to develop an overall
strategy. Any support that Districts can give to provide travel
equalization for attendance at Concentric ($350 each) would be appreciated.
[Note: That’s what the District President’s Association does to ensure that
wherever the meeting is held no one has an advantage.] Jesse also asked for
help with the Mind the Gap Sunday, the program for the Capitol Campaign,
proceeds going to support the Youth and Young Adult Ministries.

9. Finance
Oh so many things! I have found that serving on the Finance Committee means
I have to be cognizant of my liquid intake because we seem to meet for long
periods of time with infrequent or short breaks and that impromptu meetings
occur as needed during regularly scheduled Board breaks. But it sure does
give me a comprehensive picture of what’s going on in the Association!

Current: Last Fiscal Year ended with a $360,000 deficit, the first deficit
budget in six years. This year with currently known figures the
administration believes our income will exceed our expenditures. Much
thanks goes to an administration that kept vigilant watch over expenditures
and withheld budgeted items to ensure that income in an uncertain economic
time would be received as projected.

This was a most difficult budget to create. The Staff creates the budget;
the Board approves the budget. We must present a balanced budget for the
General Assembly delegates to adopt. With the staff restructuring the
format has changed so there are many "0’s" in some places because the
function has transferred to another location where previously there was
nothing. Because investments are down there is a $1.5 million decrease in
estimated income. Coupled with new initiatives to support and you can see
the difficulty. EVERYTHING had to be examined.

As Bill Sinkford says the FY03 Budget reflects the priorities and goals
articulated in his campaign.
Increased support for advocacy and witness
New emphasis on support for congregational justice making
Greater support for religious professionals, especially religious educators
Commitment to youth and young adults
More resources for web technology
And most importantly, new and renewed focus on support for and service to
our congregations and their leaders.
And although there always more things that we would like to fund, Bill
says, "I got more than I expected." But this is tight. Groups are being
asked to cut their meetings by one a year and hold the line or decrease
expenses.

Travel Meal & Expense Guidelines were revised by an ad hoc committee on
which I served. The BOT approved our work. It up-dates and clarifies a
policy that needed some "tightening up." l

UU Retirement Plan - Loan Procedures
The BOT approved amending the current retirement plan to add a purpose to
obtain a loan. Previously loans were allowed only to pay for an
extraordinary medical emergency. "To pay for the purchase of a primary
residence for the Participant" was added.

10. Annual Program Fund: The BOT voted to increase the Annual Program Fund
Fair Share goal by $2.00 in each of the next two Fiscal Years: $1 for
inflationary adjustment, and $1 to be designated for new growth initiatives
for FY2004, bringing the total per member Fair Share for FY 2004 to $48 and
$50 for FY 2005. (18 yes, 6 no, 0 abstaining)

We all realize that we cannot continue to rely on increases in
congregational payments. The association must grow in order to provide the
revenue needed to provide the desired services. We will ask for specific
reports on the use of the funds designated for growth.

11. District Grant Formula
As you may know Districts receive money back each year based on the monies
raised through APF. There is a basic grant based on total dollars raised +
a bonus grant. The APF Committee recommended a change in the bonus formula
from one based on entirely on % of Fair Share congregations to splitting
the grant based on % Fair Share congregations and % of Fair Share dollars
raised. So a District would get $500 for 75% of congregations being Fair
Share or $2500 for a 90% achievement. A District could also get $500 for
75% total Fair Share dollars raised or $2500 for a 90% achievement. In
addition if a District were to achieve 100% category (necessarily in each
category) there would be an additional $2500 for District work. This was
approved unanimously
by both the Finance Committee and the entire BOT.

12. Beacon Press
The discussion continued. The Finance Committee met with John Ryden,
director of Yale University Press and William Lindsay, CFO of Harvard
University Press (both members of the Beacon Advisory Board) as well as
Beacon staff. We were presented with a three-year plan limiting the
expected loss of this program area. In the current publishing reality it is
highly unlikely that the press could operate in the black. We presented the
plan to the BOT. After considerable discussion, the board passed the
following motion:

"Moved: To approve the three-year plan for Beacon Press as outlined in the
Three Year Plan (FY03-05). Under the plan:
Losses shall not exceed $600,000 over three years
Losses shall not exceed $300,000 in any one year.

If either loss metric is exceeded, the Board of Trustees will immediately
reconsider the alternatives for Beacon Press."

The Board has further instructed the Administration to present the Beacon
Press budget to the Finance Committee and the Board of Trustees for
approval, and to provide quarterly variance reports to the Finance
Committee for review.

The Board acknowledges our long connection with Beacon Press, and the value
of its liberal mission, a form of public witness. We also realize that we
can only absorb a certain amount of financial loss before it begins to
affect programming and our mission of service to our congregations. We
will be monitoring Beacon Press closely and make decisions as they are
necessary. There will be time on the agenda at General Assembly in Quebec
City to hear more, and reflect together on the future of Beacon Press.

13. Committee on Socially Responsible Investing
The BOT approved the positive screens previously submitted by the SRI. This
is another form of social witness. Our investments will now be made with
companies whose policies reflect our Purposes and Principles as well as
Social Action Issues and Actions of Immediate Witness. Not only will we not
invest in companies whose policies conflict with ours positions but we will
seek out those companies who take positive steps.

14. ICUU (International Council of Unitarians & Universalists)
This fledgling group brings together Unitarians, Universalists & Unitarian
Universalists from many nations. This is the only single international U/U
group. Their Executive Committee met with us to describe their activities
and goals. They look to the UUA, which is the largest member and richest in
resources, to help congregations realize that we are part of a larger world
association of UUs. The members present helped bring even more to the
forefront the need for anti-racist/anti-oppression/multi-cultural training.
We had with us people from India (Khasi Hills), Germany, Poland,
Czechoslovakia, Canada, and the US. In addition, member countries are
Australia and New Zealand, Denmark, the Philippines, Great Britain,
Nigeria, Pakistan, Romania, Russia, South Africa, and Sri Lanka. Among
future activities they have planned two Youth Conferences: 8/02 in
Transylvania and 1/02 in India. In addition they have planned Study Tours
to New England in June 2003 (note: GA is in Boston in June 2003), Khasi
Hills in Sept. 2003, and the Philippines in Spring 2004. For more
information about this group visit their web site at
http://www.unitarier.de

15. District Presidents Association Presentation [DPA]
Three District Presidents met first with the Working Groups and then with
the Board as a whole. We hope to establish a closer working relationship
with the DPA and to include DPs on Task Forces and other committees. One
neglected area has been training for District Boards in both governance and
service delivery. The new UUA staff structure divides the CD&E
(Congregation, District, & Extension Office) into two separate offices of
Congregational Services (to be headed by Rev. Tracey Robinson-Harris) and
District Services (for which a search is on-going).

16. Administrative, Organization and Personnel Committee [AOPC]
The BOT discussed the administration restructuring plan. UUA procedures
state that the structure of the staff is developed by the President, in
consultation with the Board of Trustees. The Board of Trustees passed a
motion affirming that the new staff structure, in principle, addresses the
mission of the association.

17. General Assembly
Registrations are running well ahead of last year. Perhaps Quebec City is
more enticing than Cleveland? The BOT approved sending a statement to the
Planning Committee that expresses the BOT’s deep concern and opposition to
the Planning Committee’s decision to reduce the business at General
Assembly from 16 hours to 12 hours. The purpose of General Assembly is to
conduct the business of the Association. The BOT honored Barbara Prairie
on her retirement as the GA Coordinator. Actually Barbara will continue to
consult through GA next year in Boston, sure to be the largest GA ever.

18. Voting on Bylaw Changes
The BOT votes on proposed By-Laws that will be brought to the floor of GA.
The following is the wording and the BOT’s vote:
1. Four Bylaws dealing with changes secondary to Canadian/UUA
restructuring (Section 6.3, Membership, 6.6 Qualifications, 9.5 Nominations
by petition, C-12.2. Establishment of Districts.) Board passed, 23 Yes, 1
No, 0 Abstain

2. Section C 3.5 and Section 4.8 setting a minimum congregational
membership of 10 for certification as members and having delegates to GA.
Board passed, 24 Yes, 0 No, 0 Abstain

3. Section 6.3: Membership: Removing the exception that Mid-South and
Florida share a trustee, so each district will be represented by a trustee.
(Much discussion about the need for long term planning about Board
structure. Should it be representational? Should we work to separate
service areas and governance? The Board will consider working with a
consultant at a later meeting.) Motion Passed: 17 Yes, 7 No, 0 abstain.

4. Section 9.8: Supervision of Elections: Moves supervision of elections
from Moderator to Secretary. Passed: 24 Yes, 0 No, 0 Abstain

5. Rule G-9, 12.10 Election Campaign Practices Committee: Charges persons
on the committee to remain neutral in elections. And forbids a nominee for
office from serving on the committee. Passed: 24 yes, 0 no, 0 abstain.

19. Distinguished Service Award
The BOT approved Natalie Gulbrandson as the recipient of this year’s
Distinguished Service Award. Many of you will remember her as Moderator
preceding Denny Davidoff, and she hasn’t stopped there!

20. The Committee on Committees [COC]
The COC announced its recommendations for appointments: Rev. Parisa Parsa
for the Fund for a Just Society; Rev. Jim Hobart, Rev. Donna Morrison-Reed
and Rev. David Pettee for the MFC (May, 2002 meeting only) and Jessie
Washington for the Pamphlet Commission (as chair), and APF committee
appointments. Approved unanimously.

21. Financial Advisor’s Report
Larry Ladd’s full report is available on the UUA web site. Larry discussed
the Beacon Press financial situation, Fair Compensation Congregation
program, and the selection of new Investment Consultant that will save us
$40,000!

22. Journey Toward Wholeness Transformation Committee
The JTWTC committee [Susan Suchocki Brown, Susan Leslie, Jim Hobart, Kurt
Kuhwald, Leon Spencer, Robette Diaz and Taquiena Boston] discussed their
findings from two "hearings" held in Bethesda, MD and San Francisco, CA
this past January. They had solicited feedback, comments and critiques.
There was a call for clearer, simpler communications about JTW; more
clarity of mission and focus; more sharing of stories from congregations
doing the work; more congregational resources, and more consultation about
the Journey. They will present a strategic plan to the Board in the fall
of 2002.

Again, if I can provide additional information about any particular topic
please let me know. I truly appreciate the comments, questions and
reflections you make. I hope to see many of you in Canada in June.

Lyn Conley
Lconley@uua.org