Wy'east UUC Board Meeting Minutes November 06, 2023
Board Meeting November 6, 2023, 7:00-8:30 PM via Zoom.
Minutes by Larry Burt: Final 11/17/2023.
Attending: Kathy Scanlan (Co-moderator), Diane Arnold (Co-moderator), Hank Hadaway (Treasurer), Larry Burt (Secretary), Rev. Leslie Becknell Marx (Minister), Ron Thurston (Membership Chair), Linda Macpherson (Worship Committee Chair), Kate Fricke (RE Director)
Absent: Marcy Sullwold (At-Large),
Invocation
Virtual Chalice lighting
Check-in
Previous Minutes: 10/2/23 minutes were sent for review to board members and attendees on 10/4/23. 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 on October 31:
I have seen an increase in the number of members returning to the Center for our in person services. I think this is a very good sign as it shows how important in person contact is to build and maintain community. Of course this results in a drop in those attending virtually but the overall attendance is improving.
All the standard activities (1st Sunday Pot Luck, Lilac Meadows and Chalice Circle) remain strong.
The committee (especially Diane I, Linda B, and Hank) have done a lot of work in preparing new sign-up sheets for members to sign up for dates to be Ushers, Greeters, and Hospitality Hosts. Additionally, there will be a form to host small gatherings and setup/tear down chores. These lists will be on clip boards displayed at a new Wy'east Information table. The table will be staffed by Linda B., Diane I. and Rev. Leslie. This will begin with our pot luck in November and be offered at every in-person service going forward. The purpose of the table is to offer visitors an opportunity to learn about Wy;east and ask questions before attending a Path to Membership class. All planning and projects were discussed at our October committee meeting.
An on-going project is to use our window in Classroom A as a show case for information about us. Linda B., Diane I. and Linda M. are coordinating in the hopes that more visitors and friends of Wy'east will want to learn more about us and what we are doing. Diane H. and Jan H. have been involved in the picture preparations.
I did offer and will continue a Path to Membership class the 4th Sunday of the month. I had no one attend the October meeting.
On October 1 we signed a card and wished Barbara Dow safe travels as she heads to SE Oregon to be closer to family.
Mabel has moved but will continue to be our point person for Joys and Concerns.
Our 5th Sunday work party was a big success as we picked up trash in the Hollywood district. Larry B. and Diane I. led this project. Tables were also setup for Holiday Card making and a good number of cards were produced. A card making table will also be at the November in person services. The cards are used by the Senior Center to be delivered with food and supplies to people in need of support for the Holidays.
Social Justice: No new report. Following meetings will be the second Saturday of the month at 2:00 PM.
RE (Religious Education): No new report.
Treasurer: Hank Hadaway reported at the end of October:
Account Type Previous Bal Deposits Withdrawals Ending Bal Difference
CHECKING 13,875.95 5,181.24 6,404.76 12,652.43 (1223.52)
MONEYMARKET 51,531.43 65.22 0.00 51,596.65 65.22
Worship: No new report
Minister: No new report (sick with Covid)
Old Business
We discussed the subcommittee investigating our service format, what combination of in-person and online (Zoom) for services. Diane A is the technical lead, joined by Linda M from the Worship committee and Rev. Leslie. We have hired a new technical assistant, Candace H, who came on board during October and is rapidly becoming an integral part of our service production team.
Rev. Leslie and Linda M. pointed out that this isn't just a survey of membership. The question is "What is the most inclusive way to move forward that serves as large a community as we can." Rev. Leslie suggested we could use a Listening Circles format. Linda M. went to a workshop at the last GA about "How to create community across platforms." She continued with the worship committee perspective that we are three months out into the future with planning, so any changes would begin then at the earliest. Hank (?) mentioned the related financial issue that we now rent the CFPA two weeks per month at $120 per week. Changing to in-person or hybrid four weeks per month would double that cost. Larry mentioned that with our new tech hire (Candace) we are in a better position to sustain Zoom and hybrid services without "burning out" our volunteer members. Diane said that Candace is doing very well and in a few weeks will be "fully up to speed." Zoom sound quality is improved and Ron reported that he no longer hears complaints from the membership. Ron also noted that 5 or 6 members cannot come to in-person services and would be lost if we stop providing online access. Linda noted that we have more flexibility for programming with recorded sermons, which allowed us to replace the scheduled service last Sunday. Members comment that they like both the live and virtual or recorded presentations. Hank also mentioned the need to include RE input on service format. Moving forward it seems like the service format discussion will be led by the existing Worship Committee under Linda M's direction.
Next we discussed the Committee on Ministry. Anne W and Mathias Q have agreed to join Jan H and Rev. Leslie. The Committee on Ministry focuses on the broader picture of "Why do we (Wy’east) exist and how are we doing?" The Committee is also developing a new process for members to access pastoral care and discussing having a regular meeting schedule.
Our Wyeast bylaws say the Committee on Ministry does the following:
- The Committee on Ministry shall meet regularly with the Minister to assess the quality and effectiveness of the congregation's ministry to itself and to the wider community.
- The Committee on Ministry shall serve as a conduit between the minister and the congregation to facilitate communication and insure that concerns are addressed in a timely manner.
- The Committee on Ministry shall be responsible for facilitating the development of Wy'east's vision and mission statements, and for monitoring the success of the congregation in fulfilling its mission.
New Business
Kathy reported that she and Diane A are conferring with Ron and cleaning out the last of our gear from RCPP (Rose City Park Presbyterian). Our future use of RCPP space is still under consideration. Hank asked about continued payments to RCPP. That will depend on future use, which is still under consideration, so he should only pay them if we receive an invoice. Rev. Leslie suggested we be careful not to waste RCPP staff time with discussion about building use unless we have specific use in mind.
Since our RE Director Kate F joined the meeting, we next moved to a discussion of "Drag Queen Story Hour," which she has proposed. Hank said it's been done at the Mult Co Library. Linda said the Worship Committee is considering quarterly "community-based" events with broader publicity that would raise community awareness of Wyeast and attract new people. An example was the recent program by Barbara Bernstein on "Once a Braided River." The story hour would be after a regular hybrid service, from about 12:30 to 1:30, not a service replacement. Probably in January, as a one-time event to see how it goes. Kate has talked to two possible presenters. The story hour is aimed toward children and features use of puppets. Matt and Kate visited a show and report that it is family friendly and oriented toward children. Hank brought up possible protests and security concerns, noting that this has sometimes been an issue elsewhere. We discussed compensation and agreed to provide a budget of $150, which is what we pay non-clergy service speakers. Ron said there the Membership committee budget would cover it. Hank was concerned about our limited space if we advertise widely. Ron suggested asking for RSVPs from attendees. Maybe this could be a one-time event co-hosted at RCP Presbyterian or RCP United Methodist Church?
Larry reported that he and Diane I had met with the RCP United Methodist (RCPUM) building manager Elsa J. for a building tour. RCPUM is located about one mile up Sandy Blvd from Hollywood. It's a large building with a small congregation, so they have set up a system with many community groups, including a preschool, using the space on an ala carte system. It has a nice parking lot and better street parking than RCPP, also much better elevator access to different levels. The chapel is a particularly nice space that would accommodate our services and could work for us to continue to meet at our same time. Larry provided a building map and rental rate sheet. Kate asked for contact information for Elsa so she and Matt could arrange a building tour to evaluate RE possibilities.
We agreed that at this point we are investigating possibilities for continuing and expanding the types of uses we have had at RCP Presbyterian and other future uses, but at this point we are not considering a move from the CFPA.
Finally, we discussed a Wyeast member's possible need for financial assistance for family medical expenses. Hank will provide Rev. Leslie with the Ministerial Discretionary Fund balance. Hank noted that the Christmas Eve special collection is traditionally for the Fund. Leslie will make pastoral contact with the family and determine the amount provided.
Next Board Meeting
The next meeting date was set for Monday, December 6, 7:00 PM. Format will be Zoom.
Meeting was adjourned at about 8:30.
Action List
Hank:
Provide Minister's Discretionary Fund balance to Leslie.
Leslie:
- Make pastoral contact with Wyeast family re: medical expenses, provide appropriate financial support from the Minister's Discretionary Fund.
- Meet with Committee on Ministry.
Diane/Linda/Ron/Leslie
Begin Service Format investigation
Kathy/Diane/Leslie/Kate
Contact Elsa at RCP Methodist for building tour.
Kate/Linda
Pursue plan for Drag Queen Story Hour.
Kathy & Diane A
Finish cleaning out Wyeast gear from RCPP.
Larry
Continue to research other church buildings in the area.