The meeting was called to order at 7:35 p.m. in the sanctuary with Doug McCusker, President, presiding. The following Board members attended: Mary Kringer, Pam Cox, Judy Robison, Todd Akers, and Matt Dunham. Also attending were Rev. Scott Sammler-Michael, Council Chair Robert Laskey, Dick Robison as Stewardship Cluster chair and Land Use Task Force Representative, and Hannah Truitt and Juliejohn Knott as incoming Board members. To open, Doug spoke on the recent trip to New Orleans that he did with Rev. Scott, Pam Cox, Joe Ramsay-Clark, Scott Dunham, and other members of the Arlington UU congregation. As part of the TUUL-Belt ministry, they helped repair homes, including places where unscrupulous contractors had taken the homeowners’ money and left. Doug felt this was the essence of community and service, and he would like to see it continue. This led to our sharing of joys and sorrows.

Board Thank-you Notes. The Board thanked Lavona Grow, a social justice volunteer from the Arlington UUC who coordinated the New Orleans trip. The Board thanked all those who worked on this year’s successful Services Auction, including Dean Wanderer and especially Ken Heller. Thanks also to Pamela Ferguson and her “friend,” Alouette, for the delightful puppet show that entertained the children.

Minutes. It was moved and seconded to approve the minutes of the April 13 Board meeting.

The Board also moved to approve the minutes of the Annual Congregational Meeting held April 19, 2009; motion was seconded and passed.

Members’ Time

Membership Questions. Todd relayed a message for Stan Lichtman of the Membership Committee, which had been considering ways to quantify membership. Doug commented that the committee had not been “charged” with coming up with specifics, only to purge the membership rolls with the consideration of “time, talent and treasure.” Dick Robison added that this was a continuing issue under the bylaws, the idea being that you are a member if you participate in some way. Rev. Scott preferred to consider the question of “what is the path of membership.” He has asked the Membership Committee to periodically give him a list of inactive members and he will contact them. Doug said we could also task Nicole Towle, our Membership Coordinator, with tracking this.

Endowment Fund Signees. Mary Kringer discussed the necessity to have the Board authorize, in the minutes, at least two people to open an account for the Endowment Fund and conduct business with the bank. In June we will also need to designate a replacement for Doug as a Commonwealth Trustee. He will e-mail more information on this to the Board members.

MOTION: Todd Akers moved that the Board of Trustees authorize Mary Kringer and Ann Smith to open an account and sign legal documents with the bank pertaining to the Endowment Fund for Accotink UUC. This was seconded by Matt Dunham. Motion passed 6-0.

Senior Center Pilot Program. Rev. Scott reported on a visit from Evan Braff and Cheryl Laferty of the Fairfax County Department of Community and Recreation Services. They spoke at the nUUners lunch on Monday, May 11, to discuss a proposal from the county that Accotink serve as a location for a “senior center without walls” since seniors are underserved in this area and there’s no facility for them around here. This would be an eight-week program running through July and August, from 11 a.m. to 1 p.m., using the sanctuary while Spring-Mar is on its summer break. There would be no charge to the church or the senior participants. Rev. Scott added that we could provide meals better if we had a commercial-grade kitchen. It was also suggested that we could encourage folks from Greenspring to attend this program or our Sunday services. Todd felt we needed to have a signed contract with the county to lay out the details.

Reports

The Board received reports from the Minister, from the DLE for Lifespan Education, and a budget execution from Finance.

Budget Execution. After four months, we are right at 33% for spending and income. Ed said we have received some extra contributions and we need a way to acknowledge these. More information will be put in the newsletter. Doug commented that we need more complete policies on controls and checks for our finances. We could use a policy audit. It shows we need more people serving on finance, perhaps calling on experienced church members and former Board members. We could also tap new members.

Proposals/Presentations

Music Proposal Pending. Doug said Rick Lux, our music coordinator, has a proposal pending for a Music Visioning Task Force that could help us chart our future direction and how this would work in with a capital campaign or budget matters. Rick believes we need to hire a choir accompanist and we need to work out a payment schedule for playing for choir rehearsals. All staff members need to turn in timesheets so that Ed Cochrane has documentation for paying for hours. Doug will talk to Rev. Scott on this. It may need to be referred to Human Relations.

Leadership Retreat. This leadership retreat, to be held at the home of Jim Girard and Connie Diamant, will focus on transitioning, as the outgoing Board members and others hand off their responsibilities to those who are beginning their terms. Rev. Melora Lynngood will again be our facilitator. Mary Kringer will coordinate our breakfast and Judy Robison will help bring in some lunch. Packets will be handed out with materials. Those with laptop computers were asked to download the documents, such as the Policies & Procedures, to save paper. There is $1,000 in the budget to cover the retreat. Since we’re not meeting at an overnight location, our expenses will be less. The Board members agreed to give any leftover budgeted funds toward leadership training, since the JPD has some matching grants. The Leadership Development and Nominating Committee would oversee this.

Themes for Next Year. We brainstormed ideas for themes for 2009-2010. These should also be consistent with the goals of the Five Year Plan. After some discussion, these were the main areas, Themes and Priorities, 2009-2010:

Community Outreach
–using our assets (building and people) to offer services that are needed in local area
–taking a stand on issues, being activists
–associating Accotink with good works, making a difference

Nurturing Congregation
–being more embracing, inclusivity, welcoming
–checking on each other, providing transportation

Music Ministry
–developing spirituality through music and dance
–bringing in concerts, recitals, coffee house, etc.
–improving the acoustics of the building for music

Plans and Vision
–scheduling and coordinating events
–planning for a capital campaign
–updating the Five Year Plan
–preparing for the 30th year anniversary in 2010

Multi-Generation Programs
–establishing adjunct staff for military families, long-term members and family services
–providing a variety of worship and social programs for all generations

Rev. Scott added that his liturgical themes for next year will be Vocation, Change, Gratitude, Peace, Grace, Spiritual Practice, Letting Go, Salvation, and Truth.

Issues/Discussion/Action Items

Cell Tower. Todd reported that AT&T has proposed moving the cell tower farther up beside the parking lot, rather than at the lower end because of the resource protection area. Since our survey is outdated, several commented that we can’t be sure about the boundaries and restrictions on our property. This should be substantiated before we allow the location to be moved. A new plat could cost us $10,000, but it’s possible that AT&T could provide this since it’s necessary for their construction. Board members agreed that if the contract needs to be amended for this change, it will be taken to the congregation before the Board approves anything. Todd expected to have a phone conference this week with AT&T and he would report back to us.

Fundraiser Status. Dean reported that the services auction raised more than our target, about $15,000, so it was a very successful event. There were some problems, such as the late start and no one in charge of the children’s program. Todd asked that comments for an after-action report be forwarded to Dean. This will be discussed further at the next Council meeting.

Another Piano in the Sanctuary. We learned that a baby grand piano was to be delivered this week for the sanctuary. Doug said the piano is valued at more than $25,000 but we are getting it for $10,000. It is coming from a neighbor of Sharon and Ed Jaffee who was moving and was willing to let us have it with a delayed payment. For now we will keep the second piano upstairs also. We will have a fundraiser in the future to help cover this cost.

New Business

Hardcover Order of Service. Todd has offered to make hardcover holders for our Sunday order of service. The holders would be card stock with the same information that is contained each week, as well as other items, such as a message from the minister. The program and Sunday supplement would then be a half-page insert. These holders could be reused each week, but visitors could take it home if they need the information.

Closing and Adjournment.

Pam gave the wrangler report.

Calendar reminder: The Leadership Retreat will be Saturday, May 16.
The next Council meeting was moved to Thursday, May 28, 7:30 p.m. (because of the Memorial Day holiday).

After the fellowship circle, the meeting adjourned at 9:45 p.m.

Respectfully submitted,
Judy Robison, Board Secretary

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