Wy’east UUC Board Meeting Minutes September 18, 2023

Board Meeting September 18, 2023, 6:40-8:30 PM at Rose City Park Presbyterian Church.

Minutes by Larry Burt: Final, 9/26/2023.

Attending: Kathy Scanlan (Co-moderator), Diane Arnold (Co-moderator). Hank Hadaway (Treasurer), Larry Burt (Secretary), Marcy Sullwold (At-Large), Rev. Leslie Becknell Marx (Minister), Ron Thurston (Membership Chair)

Absent: None

 

Building Tour

We first toured the RCP church building to assess possible additional Wy'east uses for the building. We have been renting a small ~110 sq ft "office" for ~$113 per month. This also gives us access to the "Library" conference room on the main floor. In the past, this room has been used for Board Meetings, Book Groups, Chalice Circles, and Game Nights. We no longer have access to the office and have cleared out all of our things, including paper files, which are now in temporary storage in the lower level/basement of the church. However, we are continuing with a month-to-month payment to RCP as we consider future use of the building, so we still have access to the Library/conference room space. See Leslie's Minister Report below for her ideas about building use.

 

Invocation by Rev. Leslie:

* Virtual Chalice lighting

* Check-in

* Reading by Rev. Leslie

 

Previous Minutes: 8/7/23 minutes were sent to board members and attendees on 8/8. One change was made on August 15. 

No further changes were proposed at this meeting, so we voted to approve them. The minutes were sent to our Administrator Gigi for posting to our web site and archiving.

 

COMMITTEE AND MINISTER REPORTS

 

MEMBERSHIP: Chair Ron Thurston reported:

We met on 8/20 and checked our potluck lunch supplies. We determined they are okay. Diane I is updating the purple Path to Membership sheet to show current activities that visitors and members could join., We are all aware that we are in need of attracting visitors of any age and especially with kids. We are all going to encourage socializing with one another to enjoy each other's company and possibly find topics of common interests which could lead to additional involvement by others. We are working to have a Wy'east display in the window in Class Room A. Linda B, Diane H, and Diane I are working on this. Our total attendance is about 30-35 with few visitors but a solid core group keeps things running smoothly. In-person attendance is up on the two Sundays each month that this is available. Our Path to Membership class had no one attend. Linda B reports that the monthly Lilac Meadows shelter meal is doing well but would like more members to participate. Debra T reports that the Chalice Circle is also doing well.

SOCIAL JUSTICE: Kathy Scanlan reported on their September 9 meeting.

Present via Zoom: Emé Alter, Chandra Ivy, Kathy Scanlan, Barbara Dow, Jan Hively,  

Wy'east mission: We are an open religious community for people of all ages. We gather for renewal and fellowship. Our spiritual search is joyful, compassionate, and curious. Together we strive to bend the world towards love, truth, and justice.

Committee Mission:  The Wy’east UU Social Justice Committee mobilizes support for service and social justice work through financial gifts and spiritual education.

Agenda Item Notes

Realistic Participation: Everybody is doing OK with their bandwidth.  Chandra will be out of commission starting this Wednesday. She will be busy with A and B !

Sustained Partnerships, Rahab's Sisters:  Kathy shared the most recent newsletter and will continue to be liaison. Will see if there are any more work parties planned. Conner, the spokesperson, has been secured for a 4 minute “pitch” for the 12/17 special collection.

Speakers/Special Collections

• Sept 9/17 : Amandeep Sohi, Community  Engagement Coordinator at VERDE (Jan)
• Oct 10/22  Eme has secured UU Ministry for the Earth. Rev Kelly Dignan
• Nov  11/19  Kathy working on backyard Habitat Certification for SC
• Dec  12/17  Conner the spokesguy for Rahab’s will present for the SC (Kathy)
• Jan   1/21   Friends of Trees for SC and speaker (Jeff) in progress
• Feb  2/18     Pdx Harbor Community Coalition for SC  (Eme)  in progress
• March 3/17  PSU Prof Heejung Chang has agreed to speak on climate change /Urban development and the effects on H2O ecosystem….We will need a SC too and will see if she has a relevant one in mind. (Kathy)
• April  4/21 Nothing yet
• May 5/19 Wild Salmon Center for speaker and SC is a possibility (Jan)

2022/2023 Focus Climate Emergency

Board approved. New focus begins in September. This is an umbrella topic. We will find organizations that provide action, caring, and resilience.

Action Items

Jeff:  Working on Friends of Trees for speaker and special collection.  They apparently are no longer under contract with the city.   

Will contact Larry/Diane for 5th Sunday service possibilities. (next is March) Diane/Larry may also know about ADOPT A BLOCK

Emé:  Working on PDX Harbor for SC 2/18

             Pursuing Ms. Nadine Hura , NZ poet/environmentalist for undetermined later date

Kathy:   

• Send notes to SJC, Worship Committee and Board.
• Does Rahab’s have any more parties planned?
• Are D’On or Carol Baumann involved with Backyard Habitat?
• Possible contact for Wild Salmon Center

Jan:  Working on Backyard Habitat and Wild Salmon Center

Chandra:  

• Email a draft version of GOOGLE DRIVE to everyone
• Contact Linda McP to determine if GiGi can provide tech support for SJC
• Transfer ownership of and fix the SJC folder on Google drive. 

All:  Email Chandra any further suggestions for Climate Crisis (Emergency) focus for 2023/24. Should be 501c3 orgs. 

Next Meeting

Saturday, October 14 at 2:00 PM: Chandra will facilitate and Kathy will take notes.

Following meetings will be the second Saturday of the month at 2pm.

 

RE (RELIGIOUS EDUCATION): No report.

WORSHIP: No report.

 

TREASURY: Report sent to the board by Treasurer Hank Hadaway via email on 9/10/23. Full report is HERE.

In August we drew $3,000 from our ~$56,000 reserves. This is typical as our expenses continue but income is down for summer months.

In July we recognized $3,725 in contribution income that had been received last year and put in pre-paid pledges reserve fund. In July I transferred it out of pre-paid pledges into the general fund and recognized the 2023-24 pledge income. So the dollars in the general fund increased (bank accounts less reserve funds), but total bank account dollars did not.

We also received a contribution where the check didn't clear because the Wy'east tax-exempt EIN number on the check wasn't valid. Hank determined that we are automatically a 501-3C tax exempt organization under the umbrella of the UUA. After correcting the EIN the check was re-deposited.

 

MINISTER

Sunday Services: For the church year 2023-24, the Worship Committee and I have outlined a plan to consider and explore the UUA Article II revisions which were approved by the 2023 General Assembly of UU congregations. All congregations and UUs are invited to engage with this process in preparation for a vote at the 2024 (all virtual) General Assembly about whether to change the UUA bylaws with these revisions. 

Article II of the Unitarian Universalist Association (UUA) Bylaws is currently titled Principles and Purposes. It is the covenant to which our congregations and covenanted communities pledge themselves when they become members of our UUA. It currently contains the 7 UU Principles, the Sources from which we draw, and statements of Purpose, Inclusion and Freedom of Belief.

The proposed Article II is titled Purposes and Covenant. It includes sections entitled Purpose, Values and Covenant, Inspirations, Inclusion and Freedom of Belief. There are six values named with Love at the center of those six. 

Past services have established context for these changes: March 19, 2023 (multi-platform) Our Sacred Promises - Covenantal Community and Jan 22, 2023 (virtual) Our UU Living Tradition brings with it... Change! 

The upcoming service on September 24 Unitarian Universalism – Where are We Going, Why and How? A UUA General Assembly Report Back led by me and Linda MacPherson (Wy’east delegate to General Assembly 2023) will contain the specifics about the Article II revision process.

I will offer services about each of the values in the following rhythm. Likely another Sunday service or other event in the month will also provide perspective and opportunities to reflect on the value.

• October: Love at the center
• November: Generosity
• December: Pluralism
• January: Justice
• February: Interdependence
• March: Transformation
• April: Equity

Working closely with the Worship Committee, I continue to provide support for Wy’east Sundays by creating and delivering one full service a month (typically the first Sunday of the month) and contributing to one other Sunday service. In August my extra contribution was leading the Pet Blessing service in the virtual service on August 27. In September, I led the Ingathering Water Communion service and will lead the upcoming virtual service with Linda on September 24. Because these have been more substantial extra services, I will not directly deliver any part of an October service beyond the first Sunday but will  of course still be supporting the Worship Committee.

Congregational Engagement: Summer attendance was strong and there is a feeling of renewal at the beginning of the “church year” with our Ingathering service and new Social Justice theme of Climate Crisis. I especially celebrate the book group (which includes contributions from the author) about Our Environmental Handprints: Recover the Land, Reverse Global Warming, Reclaim the Future by Jon R. Biemer.

Wy’east and Rose City Park Presbyterian Church: I met the minister and the office staff at RCPP who are eager to continue and even deepen our connections with them. Huge thanks to Kathleen for organizing to get the old Wy’east office cleared out. 

My recommendation is that we work to have a flexible arrangement for using space at RCPP and consider a “hotel” model where we do not have dedicated space, but “check in” to whatever space we need as we need it. 

If we do want a dedicated space, there is a room on the top floor that is large enough to accommodate meetings or small workshops. It is not accessible however and requires climbing a full flight of stairs. My preference would be to select the room that best suits the needs of each particular use.

Denominational Affairs: I am part of the leadership team for the UU Ministers Association Pacific Northwest District and am helping organize the PNWD Fall Professional Days October 6-8 at Alton Collins retreat center east of Portland. 

I am providing vocational advice to a candidate for UU ministry who is in her internship experience and attending Meadville-Lombard seminary.

 

OLD BUSINESS

Onsite "Technical" staff position to replace Jolanda ("Jo" not "Yo") when she resigns. Rev. Leslie and Worship Committee Chair Linda M. developed a job description which is currently posted on the Portland Community College job board. We would like to promote it in other ways and will be posting it on our Facebook page. The exact responsibilities may change if we move to a different onsite/virtual/hybrid service mix.

https://docs.google.com/document/d/1CitMJ2k2ODNe3hVgVxaRrfPU95KZwIbf-jz7NW72VLc/edit?usp=sharing

 

Change of service venue and/or time

At this meeting (September) we also discussed the possibility of changing our location from the Senior Center, especially to provide an appropriate space for children and RE. RCPP has several spaces that would work well for our current congregation size and for RE. We might also move to Sunday evening. However, our current contract prevents any building use on Sundays. There are other under-used churches on the east side but we haven't looked into them.

Subcommittee to study service mix and time/venue

At our June meeting, the Board discussed a "Service" subcommittee to study the mix of virtual/onsite/hybrid services and time/venue issues. The committee will include technical production and worship service members. Diane Arnold has offered to be the technical lead. Marcy has experience creating surveys. 

• Subcommittee must include members from the Worship Committee.
• We need input from the congregation, a survey about the service mix and time/venue options under discussion.
• Subcommittee is not yet formed, so the issue is tabled until the October meeting.

Committee on Ministry (CM)

The Board voted to ask Jan Hively to be our CM representative, with Mary Pleier as alternative if Jan does not accept. Larry will contact Jan. Hank will contact Mary if needed. Rev. Leslie has selected Anne Wagner as her CM representative and will contact her.

Board Calendar

At our July meeting, Diane Arnold offered to develop an annual Board "to-do" calendar. She is still working on this.

 

NEW BUSINESS

Rose City Park Presbyterian (RCPP) Space Rental

We pay $100 per month for space there. Includes a small closet-like "office" and periodic use of larger spaces. The contract is paid through September. RCPP would prefer not to have month-to-month but they are eager to have us there. In the past we've made use of the Library space for adult RE classes, chalice circles, game nights, and a memorial service in the "Parlor." Our previous "office" space didn't work well for pastoral care by our minister. The pandemic restrictions have meant very little use over the last three years. Various spaces in the building are limited with respect to accessibility, though there is an elevator from the ground floor to the lower and sanctuary levels, but it does not extend to the upper level rooms.

The board endorsed Rev. Leslie's "Hotelling" flexible use model, where we have no fixed space but a certain number of space uses per month in various parts of the building. If that doesn't work for RCPP, Rev Leslie identified an upstairs corner room for a "fixed space" that has good natural light and would be useful for a variety of Wy'east activities. The board empowered Co-moderator Kathy to negotiate possible options with RCPP and report back at our next meeting.

 

Board "Retreat"

At the July meeting, we discussed having an in-person "retreat" to delve deeper into our mission and roles as a Board. No action taken.

 

Next Board Meeting

The next meeting date was set for Monday, October 2, 7:00 PM. Format will be Zoom.

 

Meeting was adjourned at 8:00 PM.

 

Action List

Note: This only includes newly identified Board tasks; does not include regular ongoing Board tasks.

Task, Person(s), Notes

Recruit and set up Committee on Ministry ("Mission" Committee), Rev. Leslie and Board (Larry and Hank), Candidates identified, will contact selected by next Board meeting

Set up "Service Format" ad hoc Committee, Diane Arnold and ?, Include Linda M from Worship 

Negotiate flexible "hotelling" contract with RCPP, Kathy and Rev. Leslie, Do we continue renting space, are there more activities we could have there?