Minutes

Present: Evelyn Spurgin ( President) Mike Harris (vice president), Ellen Cotts (treasurer), Julia Sayles (secretary), , Dawn Star Borchelt, the Rev. Howard Dana, Marilyn Dyson, Janet Eisenhauer, Pete Fontneau, the Rev. Paula Maiorano, Pamela McEnany, Elyse Resnick, Bill Stroup, The Rev. Linda Olson Peebles (UUA Trustee).

Absent: Charley Bersch

Also present: the Rev. Richard Speck (district executive), Carol Taylor, (acting lifespan religious education consultant beginning Nov, 2002, Saturday session only,), Kim Mason (CampUUs organizer, Friday evening only), Rev.Mary Higgens (district executive, Florida District and weekend’s presenter). Guests Friday evening from area churches included Dave Hunter, former Board member and Secretary, Sayre Dixon, Lowel and Janet Young from UUCDC, Media, Pa.; Barbara Ward, Barbara Jezl, and Glen Schmiesing, UUFN, Newark,DE; Ed Resnick, Janet Fitz, Helen Foss and Will Emmons, Wilmington, DE; Ginger Stein, UUSMC, Millcreek, DE , Jay Cherry, Towson, MD, Glenda Merchant, MLUC, Main Line, PA, Eugene Mulligan, UUCA, Arlington, VA.

Prior to the formal meeting, the Board shared up ideas and highlighted upcoming events with the various church representatives. Barbara Ward suggested that JPD foster preventative health program. Rev.Linda Olson Peebles said this was something Arlington was considering based on the experience at West Shore UU Church outside Cleveland. Rev. Paula Maiorano, chaplain at UU House in Pennsylvania reported on activities there. Finally, considerable discussion centered communication generally and, more particularly, around distribution of the JPD packet.

Rev. Richard Speck, District Executive, reminded all of the opportunities and training sessions for Precept, the contract we have with a firm to do individual church neighborhood demographic studies. Additionally, Kim Mason, CampUUs coordinator, reported on Main Line’s progress toward starting a campus program.

Rev. Paula Maiorana reminded all of the JPD Annual Meeting scheduled for April 4^-5,2003 in Timonium, MD.

The Board’s weekend together was devoted to the study of the Carver Model of governance. Several came early to see the Carver video. Beginning Friday evening going through much of Saturday, it heard an outstanding presentation by Rev Mary Higgens, Florida District Executive, about the model in general and, in particular, how it was used in her District. The Board handled the necessary business and adjourned at 3:55 PM. Each session was open and closed with worship. Rev. Howard Dana and Rev. Paula Maiorano opened Friday evening and Saturday sessions, respectively. Rev. Richard Speck provided the closing worship both days.

Carver Model UUfied

Overview

Rev. Mary Higgens likened the new governance model to an endless conversation between the owners, the congregations, the Board and the District Executive (DE). She began by discussing the job of the Board. She reminded us that the Board does not own, as ownership is in the congregations, does not manage but rather delegates that job to the DE. It is free of constituency representation and governs for all.

Owners are the congregations

Rev. Higgens began the discussion by reminding us that the Board is first and foremost responsible to its owners, the District’s congregations. The Board needs to acquaint them with its new role and stay in touch, not as liaisons, but in ways to know what they are thinking.

Board develops ends, speaks with one voice.

Once in place, the Board limits its activity to the development and refinement of ends. Ends are expressed in terms of benefits achieved, people affected and costs. Also, the ends must be doable. Once the Board votes for what it wants to do, whether or not the vote was unanimous, it speaks with one voice. Rev. Higgens discouraged constituency representation and the Board’s use of the Executive Committee to decide matters when the full Board was not in session. The Board does need a spokesman, usually the President, but emphasized that all Board members were equal.

The Board delegates all implementation to the CEO or the DE in the District so the Board can work on the larger global issues called ends. These ends, she stated, are expressed in terms of the benefits achieved, people affected and costs. Further, they must be doable. As she put it, once the new governance model is implemented, something she felt would take 12- to 18 months, the Board no longer concerns itself with how the packet is distributed, something that took up considerable time Friday evening, how many workshops have been had, or even what budget categories have been over spent. Long range planning, at least the implementation aspects, becomes the DE’s responsibility. Once underway, meetings are short and focused on progress towards the ends.

The DE, the Board’s sole employee, implements

The Board tells the DE what it wants to achieve and gets out of the way. It sets certain minimum behavior, financial constraints and asks the DE, its sole employee, to get the job done. The DE is responsible for the budget but, do to political reality, works with the Board a head of time, to assure its and the congregations' approval. The DE may delegate to staff, paid or volunteer, committees or other resources. In Florida, the DE set up new committees, which report to her for leadership, growth-extension, social justice, living tradition, stewardship and communication and connections. The Board does not care how this done and looks to the DE, to account for everything. The DE keeps the Board informed so not to be blindsided and reports progress through monitoring reports at dates and times agreed upon. These are not expressed in how many miles traveled or churches visited but rather whether or not the DE is in or out of compliance with the larger ends and written limitations. Rev. Higgens explained that it is in this compliance area in which negotiations are always on going. She noted that the dual employment of the DE, with demands from the UUA as well as the District Board, sometimes interferes with the full implementation of this relationship.

Business Meeting

Governance Change

Evelyn Spurgin asked again whether the Board was committed to adopting the modified Carver Model. Richard was asked and said he was enthusiastic but did worry about UUA’s competing demands. When put to a vote those present unanimously agreed to begin the process to make the change. Charley Bersch and Mike Harris, who left in early afternoon, were absent at the time of the vote.

It was agreed that implementation would take time and a tentative schedule was set with the Board approving a draft Board/DE Linkage in November, Executive Limitations in January and Board Governance in March. Further we agreed we needed a facilitator to assist us on developing ends most likely at the retreat in May. Evelyn agreed to talk to the Carver folk about availability and cost. To assist congregations adapt to the change, Evelyn promised a one page summary explaining what we were doing and how it would affect them.

Minutes

The minutes from the Retreat and business meeting for May were approved as submitted.

Treasurer’s Report

Ellen Cotts reported that she did not yet have the report from the Fiscal Year that ended June 30,2002, that some expenses from the GA were still coming in, that some committees overran their allotment but, as things stand now, she believed that the District should be able to close the year with a surplus.

Lifespan Religious Education Consultant Search Committee

Evelyn reported that she appointment Pete Fontneau and Elyse Resnick as co-chairs with Evelyn ex-officio on the Lifespan Religious Education Consultant Search Committee. She noted that others, likely a minister, a DRE and a youth, would be appointed once an interview date was set and we could be sure they could make it. It was noted that we had a position description but that such might need some modification with the change in governance. The Board voted authorized the Committee to spend up to $800, the same amount approved for last year’s search.

DE’s Review

Evelyn noted that Richard’s review was on going but would need to be deferred until September. She reported that she had sent out letters and was just now getting back responses

Long Range Plan

Mike Harris asked that the Plan be shared with the congregations and JPD affiliate group, probably through the web site, when such is available. At another point in the discussion, he reported on the discussions he, Elyse and Ellen had, at GA, with UUA officials concerning a JPD Endowment fund. He reported that the discussions were promising and would be on-going. He promised more on that as it proceeds.

Linkage

Again the task of liaison to the congregations was discussed. Recognizing the changing culture, it was decided that the assigned liaison would ask each congregation to share its greatest dream.

Journey Toward Wholeness

Accountability for this District Committee was discussed. It was reported that some thought it was to the staff, others to people of color. It was agreed that we needed a Subcommittee of the Board this with the Committee members. Rev. Linda Olson Peebles noted that at the UUA there was a Transition Team that reported to the UUA Board.

On the lighter side, Marilyn Dyson passed out a list of murder mysteries she thought made good summer reading and which characterized well cultural interactions.

DYSC By-laws

In the past, the Board approved DYSC By-laws. It was believed that some were being rewritten. To ensure consistency with policy, it was agreed that Richard would review them in the absence of a program consultant.

Goals for 2002-2003

These were deferred to the September meeting.

Next Meetings

As planned, the meeting will be at Germantown, PA and UU House September 13-14; Annapolis, MD, instead of Lancaster, Pa as earlier planned, November 8-9; Arlington, VA, January 10-11, Cherry Hill, NJ March 7-8, but this may change; and the Annual Meeting at the hotel in Timonium, MD, April 4-5,2003.