Minutes of the Governing Board Meeting

Unitarian Universalist Fellowship of Longview

May 13, 2018


  1. Call to Order.

The meeting was called to order at 12:45 p.m., Sunday, May 12, 2018 by

Huey Mitchell, President. Other Board Members participating in the meeting were Carol West, Vice-President, Marolen Mitchell, Treasurer, Sandra McNeely, Secretary, Madonna Huacuja and Tom Mitchell, Members-at-Large. Absent was Tina Rushing. A quorum of the Governing Board was established.


  1. Board Covenant

The Board Covenant was read by all Members of the Governing Board.


III.    Non-Board Members Addressing the Board on non-agenda items.

Steve Hutson was present but wished to comment on an agenda item at the appropriate time when item was up for discussion by the Board.


  1. Acceptance of the Consent Agenda: (all reports submitted to the Board prior to the Meeting).
  1. Minutes of the Board Meeting of April 8, 2018.
  2. Worship Committee Report.
  3. Building & Grounds Report.
  4. PR Committee Report.
  5. Financial Report.


The Minutes of the April 8 meeting submitted by Sandra were approved.


The Financial Report submitted by Marolen for approval had had a correction made of which she made the Board aware.  A Motion to approve the corrected report was made by Tom and seconded by Madonna. Motion carried.


Marolen informed the Board that the final distribution of funds from the John Phillips inheritance in the amount of $160,000 had been received and had been deposited at the Southside Bank Checking Account. She suggested the funds be placed in CD’s. Sandra made a motion that the funds in the amount of $160,000 be placed in Certificates of Deposit after researching the best rates. The motion was seconded by Carol. Yea votes were five in number with one nay vote. Motion carried.


Remaining reports had not been submitted prior to Meeting and will be submitted for approval at the June, 2018 Governing Board Meeting.


  1. Discuss and make decision on restarting movie night. Greg Marshall.

In Greg’s absence, Madonna submitted a request to the Board on his behalf.

A Motion was made by Tom  and seconded by Madonna that the Board approve a movie night on a Friday night on a trial basis for the months of June, July and August. There were five “yes” votes and one “no” vote. Motion carried.


  1. Discuss and make decision on the establishment of policies for the UUFL Memorial wall and on collections.

Tom will write a Policy and Procedure outlining who should be included on  of the Memorial Wall with respect to Members and Friends. As a general guideline he suggested that Members would be automatically included and that Friends of the UUFL would be included after discussion by the Governing Board.  He will provide a written Policy and Procedure concerning this issue at the June Board Meeting.

Huey mentioned we need to decide upon a policy regarding who should/should not contribute financially during the Receiving of the Offering during Worship services. After discussion, all were in agreement that nothing should be announced from the lectern regarding donation to the collection plate.


VII.    R.E. Committee update.

Marolen stated that she had not been able to have a formal meeting of the Committee. However, Marolen reported that during informal discussions with two of the other committee members that Kylie had agreed to put together a curriculum of activities for the children.


VIII.     Status of the 2018 Policies & Procedures Manual.

Tom gave an general outline of a “Table of Contents” for the Manual:

  1. Personel
  2. Buildings & Grounds
  3. Worship
  4. Financial

After discussion it was agreed that Tom should draft a Manual based on these general categories and present it for approval at the next meeting in June.


[NOTE: Sandra McNeely, Secretary, had to leave the meeting at this point. Madonna Huacuja, Member at Large, agreed to take the minutes for the remainder of the meeting. The following are minutes submitted by Madonna.]


  1. Discuss and grant special permission for Board Member’s Absence.

A motion for granting special permission for Tina Rushing, Member at Large on the Governing Board was made by Tom. It was seconded by Madonna. Motion carried unanimously.


  1. Discuss and make a decision for Pride 2018 funds for a new canopy, water, T-Shirt. Part of PR.

A motion for Pride 2018 expenses to be up to the PR Committee and to come out of the Advertising Budget was made by Tom and seconded by Carol. All approved and motion carried.


  1. Discuss new sign to be voted on by congregation.

The Board approved a suggestion that Huey set up a special meeting for the congregation to vote on sign.

XII.    Recap.

Madonna gave a recap of items to be carried out by Board Members prior to next meeting.


XIII.    Adjourn.

A motion was made by Tom and seconded to adjourn the meeting. The meeting was adjourned.


Submitted by:  _________________________________


Approved by:  _________________________________