Board Actions Dec 2019 - July 2020

Board Actions Dec 2019 - July 2020

Actions of the SNEUCC Board of Directors
December 2019 – August 1, 2020

Southern New England Conference, UCC

December 7, 2019

 

Next Steps to Create a New Conference

Upon recommended by Legal Counsel and the Governance Committee the Board of Directors approves:

2019-12SNEC-01: 
To ratify and adopt the Covenant and Affiliation Agreement for the SNE Conference in the form presented.

2019-12SNEC-02: 
To ratify and adopt Articles of Organization for the SNE Conference in the form presented and authorize filing of the Articles to incorporate the Conference as of January 1, 2020.

2019-12SNEC-03: 
To ratify and adopt Bylaws of the SNE Conference in the form presented.

2019-12SNEC-04: 
To ratify the election of the following persons as Directors of the SNE Conference for the following terms:                 

              Name , Term Ending

Rev. Hannah Brown, 2020

Sandra Dickson,  2020

Chip Hamblet, 2020

Larry Kellam, 2020

Linda Sable, 2020

Tracy Keene,  2021

Rev. Lauren Lorincz, 2021

Rev. Rebecca Floyd Marshall, 2021

Rev. Bob Nolan , 2021

Rev. Edwin Perez , 2021

Rev. Lynne Dolan, 2022

Rev. Bridget Fidler, 2022

Rev. Philomena Hare, 2022

Frances Munro , 2022

Rev. Kari Nicewander, 2022

Rev. Jocelyn Gardner-Spencer,  2020

Rev. Angie Menke Ballou , 2020

Grace Steere, 2020

Calvin Price , 2020

Ian Tosh , 2020

Persephone Hall, 2020

2019-12SNEC-05: 
To ratify the election of the following persons as Officers, who shall also be Directors, of the SNE Conference for the following terms:

Office, Term Ending

President:  Rev. Jocelyn Gardner-Spencer, 2020

Vice President: Rev. Angie Menke Ballou , 2020

Clerk: Grace Steere, 2020

Treasurer: Calvin Price, 2020

Moderator: Ian Tosh , 2020

Vice Moderator: Persephone Hall , 2020
      

2019-12SNEC-06: 
To approve an Administrative Services Agreement on behalf of the SNE Conference in substantially the form presented, with the proviso that any material change to the terms of the Agreement as attached be returned to the SNE Board for further deliberation and approval. 

2019-12SNEC-07: 
To adopt an Indemnification Policy for the SNE Conference in the form presented.

2019-12SNEC-08: 
To authorize Rev. Jocelyn Gardner-Spencer, President, Calvin Price, Treasurer, and/or Marilyn Kendrix, Don Remick, and/or Kent Siladi, Conference Ministers, by consensus and working with legal counsel, to finalize, approve and execute all documents in final form, take all other actions, and do any and all things necessary in accordance with and to effect the foregoing votes.

Finance and Development

Upon recommended by the Finance and Development Committee, the Board approves:

2019-12SNEC-09: 
In
accordance with Article X of the Bylaws, the Board of Directors authorizes the following persons, acting individually or together, to sign documents, enter into agreements, and take other actions necessary to open or retain accounts with Webster Bank, N.A. on behalf of the Southern New England Conference of the United Church of Christ (“SNEUCC”). These individuals are further authorized to appoint staff delegates to act on behalf of the SNEUCC for the purpose of establishing and maintaining cash management services with Webster Bank.

Jocelyn Gardner Spencer President

Calvin Price Treasurer

Marilyn Kendrix Transitional Conference Minister

Kent Siladi Transitional Conference Minister

Don Remick Transitional Conference Minister

2019-12SNEC-10: 
The Board of Directors
authorizes the following persons to sign regular checking account and payroll checks for the SNEUCC. There shall be two signers for Accounts Payable checks in amounts of $3,000 (three thousand dollars) or more. The authorized signers are:

Jill Ford                            Registrar and Program Associate

Lee Gagen                       Fundraising and Development Specialist

Dawn Hammond          Associate Conference Minister for Policy and Finance

Debby Kirk                      Director of Youth and Young Adult Ministries

Marilyn Kendrix             Transitional Conference Minister

Charlie Kuchenbrod     Executive Associate Conference Minister

Donald Remick              Transitional Conference Minister

Ellie Richardson             Assoc. Conference Minister for Lay & Clergy Leadership Development

Kent Siladi                       Transitional Conference Minister

Sioux Wilusz                   Executive Assistant

Karen Ziel                        Minister of Faith Formation and Leadership

2019-12SNEC-11:
The Board of Directors
authorizes the following persons as authorized signers on the Silver Lake Conference Center bank account:

Jennifer Kronholm Clark           Program Director

Ryan Gackenheimer                   Director, Silver Lake Conference Center

Charles Kuchenbrod                   Executive Associate Conference Minister

2019-12SNEC-12: 
The Board of Directors
authorizes Dawn Hammond to serve as Resident Agent.

Executive Conference Minister Search

2019-12SNEC-13:
The Board of Directors affirms the job description as amended for the Executive Conference Minister as presented.

 

Human Resources Committee

2019-12SNEC-14:
The Board of Directors approves the Policy on Staff Severance as revised.

 

Love and Justice; Partnerships

2019-12SNEC-15:
The Board of Directors approves the invitation to be the third Conference to participate in this Medical Debt Release program.

 

Other Business

2019-12SNEC-16:
The Board of Directors appoints the following member to the Human Resource Committee:

The Rev. Peter Johnston (MA).

2019-12SNEC-17:
The Board of Directors approves the minutes of its November 6, 2019 meeting as presented. 

2019-12SNEC-18:
Pursuant to Internal Revenue Code 107, the Board of Directors sets 2020 staff housing allowances for the following employees as presented:

           Deborah Gline Allen                                        

Matthew Carriker                                                          

Michael Ciba                                                                   

Charles Ericson

Kelly Gallagher                                      

Marilyn Kendrix                                                              

Heather Ramsey Mabrouk                                          

Tamara Moreland                                                         

Mary Nelson                                                                    

Donald Remick                                       

Eleanor Richardson                                

Kent Siladi                                                                        

Susan Townsley                                                              

Wendy Vander Hart                                 

 

February 5, 2020

Executive Search

 

2020-02SNEC-01: 
The Board of Directors approved the budget for the Executive Conference Minister search as presented and authorizes the use of up to $60,000 of the undesignated, unrestricted General Operating Fund for this purpose.

 

2020-02SNEC-02: 
The Board of Directors authorized the Bridge Conference Minister for Discipleship to engage a consultant to assist the Executive Search Committee, subject to the expenditure limits in the approved Executive Search Budget.

 

Recommended by the Finance and Development Committee and the Executive Committee:

2020-02SNEC-03: 
Effective January 1, 2020, the Board of Directors approves the following:

  1.  an increase of $10,000 to the annual salary of the Bridge Conference Minister for Discipleship, to move toward parity with the other Bridge Conference Ministers,
  2. an increase of $10,000 to the annual salary of the Area Minister who is taking on responsibility for the churches of the Rhode Island Conference, and
  3. level-funding of all other staff positions carried over from the historic conferences staffing structures.

 

2020-02SNEC-04: 
The Board of Directors authorizes a bonus of 1.5% of annual salary for all employees who were employed by one of the three historic conferences as of 12/31/19, and who remain employed by the Southern New England Conference as of Feb. 13, 2020, contingent on the approval of individual bonuses by the Bridge Conference Ministers.

 

Recommended by the Human Resources Committee:

The Board of Directors confirmed its email vote as follows: 

2020-02SNEC-05: 
The Board of Directors approves the Policy on Paid Time Off as presented, and authorizes the Rev. Marilyn Kendrix or the Rev. Don Remick, Bridge Conference Ministers, to make minor revisions to the policy as needed for compliance with state laws.

 

2020-02SNEC-06: 
The Board approves the “SNEUCC Compensation Structure – Proposed principals recommended by the HR Committee” as presented.

 

Recommended by the Finance Committee:

2020-02SNEC-07: 
The Board of Directors establishes the Insurance Deductible Reserves Fund and directs that savings on property and liability insurance premiums related to high deductibles be credited annually to this fund.  The fund will be used as needed to pay deductibles on property and liability insurance claims.

 

Recommended by the Human Resource Committee:

2020-02SNEC-08: 
The Board of Directors approves the Equal Employment Opportunity Policy as presented.

 

Other Business

2020-02SNEC-09: 
The Board of Directors approves the minutes of its December 7, 2019 meeting as presented. 

 

Recommended by the Chief Financial Officers:

2020-02SNEC-10: 
The Board of Directors sets a 2020 staff housing allowance for Julio Filemeno as presented.

 

March 7, 2020

 

Recommended by the Bridge Conference Ministers:

2020-03SNEC-01:
The Board of Directors affirms the Staffing Structure for the Southern New England Conference as presented.

 

2020-03SNEC-02:
The Board of Directors approves an estimated budget for general staff salaries and benefits of $3,500,000 for 2021
.

 

Recommended by the Executive Committee:

2020-03SNEC-03:
The Board of Directors approves the Policy Requiring Vaccinations for Children Participating in SNEUCC Camping Programs as presented.

 

2020-03SNEC-04:
The Board of Directors accepts the resignation of the Rev. Hannah Brown from the Governance Committee and elects her to the Annual Meeting Steering Committee effective immediately.

 

2020-03SNEC-05;
The Board of Directors elects the following Board members to the Governance Committee:

Linda Sable

Tracy Keene

 

Recommended by the Finance Committee:

 

2020-03SNEC-06:
The Board of Directors authorizes the Bridge Conference Ministers, acting through Charles Kuchenbrod as their designee, to open a brokerage account with Charles Schwab, Inc., for the purpose of receiving charitable gifts of stock directed to the Conference or its member churches.  The Board authorizes the following persons as signers on the account:

              Calvin Price, Treasurer

              Larry Kellam, Finance Committee Chair

              Charles Kuchenbrod, staff

              Dawn Hammond, staff

The Board further adopts resolutions as required by Charles Schwab, Inc. to open the account.

 

2020-03SNEC-07:
The Board of Directors determines that 20% of Strengthen the Church Offering contributions received in 2020 will be forwarded to the National setting of the UCC, and 80% will be retained in the Conference for the support of Outdoor Ministries, Faith Formation, and Youth and Young Adult Ministries.

 

2020-03SNEC-08:
The Board of Directors approves the Policy to Establish a Restricted Gift Spending Committee as presented and asks its Nominating Committee to seek two additional members for the Committee, one from Massachusetts and one from Rhode Island.

 

Recommended by the Governance Committee:

2020-03SNEC-09:
The Board of Directors approves the Fundraising Policy as presented. (“J”)

2020-03SNEC-10:
The Board of Directors approves the Policy on Reporting of a Violation of Code of Ethics (“Whistleblower Policy”) as presented. (“K”)

2020-03SNEC-11:
The Board of Directors approves the Document Retention Policy as presented. (“L”)

2020-03SNEC-12:
The Board of Directors approves the Conflict of Interest Policy as presented. (“M”)

2020-03SNEC-13:
The Board of Directors approves the Job Description for the Governance Committee as presented. (“3”)

2020-03SNEC-14:
The Board of Directors approves the Executive Compensation Policy and Procedures as presented. (“4”)

 

Recommended by the Human Resource Committee:
2020-03SNEC-15:

The Board of Directors approves the revised Paid Time Off Policy as presented.

 

Recommended by the Annual Meeting Steering Committee:

2020-03SNEC-16:
The Board of Directors affirms Jeremiah 31:31-34 as the scriptural theme for the 2020 Annual Meeting.

 

Recommended by the Nominating Committee:

2020-03SNEC-17:
The Board of Directors elects the following person to the Annual Meeting Steering Committee:  The Rev. Eileen Morris (Slatersville Congregational Church; Rhode Island Association)

Other Business

2020-03SNEC-18:
The Board of Directors approves the minutes of its February 5, 2020 meeting as presented

 

April 22, 2020

Finance Committee

2020-04SNEC-01: 
The Board of Directors affirms in principle the proposed Faith in our Future Together loan and grant program for local churches, and requests that the Boards of the Historic Massachusetts, Connecticut and Rhode Island Conferences  make available a total of $1 million in unrestricted assets to fund the program.  The Board further authorizes management to refine the plan in consultation with the Executive and Finance Committees, and to bring to the next meeting of the Board a detailed program plan and revised timetable for further action.

 

Continuing to Create our New Conference

2020-04SNEC-02:
The Board of Directors affirms its email vote as follows:  “The Board of Directors authorizes an application for a Payroll Protection Loan under the
Coronavirus Aid, Relief, and Economic Security (CARES) Act, in the amount of 2.5 times average monthly payroll for the period Jan 1 – Feb 28, 2020.  The Board further authorizes Dawn Hammond, Associate Conference Minister for Policy and Finance, acting as Chief Financial Officer; and/or Calvin Price, Treasurer, to sign all documents necessary to apply for this loan on behalf of the Conference.”

 

2020-04SNEC-03:
The Board of Directors approves the Job Description for a Finance and Audit Committee as presented.

2020-04SNEC-04:
The Board of Directors approves the Financial Oversight Policy as presented.

2020-04SNEC-05: 

At the recommendation by the Nominating Committee, the Board of Directors elects the following person to the Governance Committee: Mr. Mark Engstrom (First Congregational Church, Fairfield, CT)

Other Business

2020-04SNEC-06: 
Upon recommendation by the Secretary, the Board of Directors approves the minutes of its March 7, 2020 meeting as presented.

2020-04SNEC-07: 
The Board of Directors approves releasing the Pastoral Letter on the Disparate Impact of COVID-19 on Communities of Color

 

May 16, 2020

Finance Committee

2020-05NEC-01:
The Board of Directors affirms the revised proposed Faith in our Future Together loan and grant program for local churches, and requests that the Boards of the Historic Massachusetts, Connecticut and Rhode Island Conferences make available a total of $1 million in unrestricted assets to fund the program.  The Board authorizes Jocelyn Gardner Spencer and Kari Nicewander to propose for election by the Board an Oversight Committee for this project.  The Board determines that the Faith in our Future Together Oversight Committee will have authority to make changes to the proposal based on the evolving needs of churches, and to report to the Board on any changes made.

Governance Committee

2020-05NEC-02:
The Board of Directors approves the Written Information Security Policy as presented, with the understanding that all Conference procedures will be designed in such a way as to protect the personal information of all constituents, not just those residing in Massachusetts.  The Board further directs the Bridge Conference Ministers to appoint a Data Security Coordinator as specified in the policy.

2020-05NEC-03:
The Board of Directors approves the Policy on Terms for Non-Board Members on Board Committees.

 

Annual Meeting Committee

2020-05NEC-04:
The Board of Directors determines that the 2020 Annual Conference Gathering and Worship, in lieu of an Annual Meeting, will be held on Saturday September 26, 2020 via videoconference.


Human Resources Committee

2020-05NEC-05:

The Board of Directors approves the proposed employee classifications as presented.

 

Other Business

2020-05NEC-06:
Pursuant to Internal Revenue Code 107, the Board of Directors sets a staff housing allowance for the period June 1-Dec. 31, 2020 for Holly MillerShank as presented.

2020-05NEC-07:
The Board of Directors elects the following person to the Restricted Gift Spending Committee:  Mr. John Galvin (First Church UCC, Norwell, MA).

2020-05NEC-08:
The Board of Directors approves the minutes of its April 22, 2020 meeting as presented. 

2020-05NEC-09:
The Board of Directors approves contributing $10,000 to the Massachusetts Council of Churches One Church Fund.

 

June 27, 2020

Finance Committee

2020-06SNEC-01: 
The Board of Directors affirms the revisions to the SNEUCC staffing structure as presented.

Executive Committee

2020-06SNEC-02:  The Board of Directors accepts Rev. Kent Siladi’s resignation, effective August 31, 2020.

2020-06SNEC-03:  The Board of Directors approved extending Don Remick and Marilyn Kendrix’s service to January 31, 2021 and to adjust salaries as recommended by the Executive Committee
 

Governance Committee

2020-06SNEC-04: 

The Board of Directors appoints the following Directors to act as Officers of the Conference until the next Annual Meeting of the Conference, as follows:

The Rev. Jocelyn Gardner Spencer to act as President
The Rev. Angela Menke Ballou to act as Vice President

Mr. Calvin Price to act as Treasurer

Ms. Grace Steere to act as Secretary

Mr. Ian Tosh to act as Moderator

Ms. Persephone Hall to act as Vice Moderator

Executive Compensation Committee

2020-06SNEC-05: 
The Board of Directors approves the proposed Executive Compensation Package as presented, with the understanding that the total compensation may exceed listed amounts by not more than 10%.

 

Actions on the Consent Agenda

Action on Proportional Giving 2020

2020-06SNEC-06: 
The Board of Directors affirms that the amount of Proportional Giving receipts to be forwarded to the National setting of the UCC be equal to the aggregate Basic Support and United Church Mission amounts forwarded by each of the three historic conferences in 2019.

Action on Strengthen the Church Offering 2020

2020-06SNEC-07: 
The Board of Directors determines that Strengthen the Church Offering amounts received by the Conference in 2020 will be allocated as follows:  20% to be forwarded to the National setting of the UCC, and 80% to be retained in the Conference to support
Outdoor Ministries, Faith Formation, and Youth and Young Adult Ministries.

 

Affirmation of email vote on Cornerstone Fund Investment

2020-06SNEC-08: 
The Board of Directors affirms its email vote as follows: “The Board of Directors authorizes an investment of $100,000 in the Cornerstone Fund of the United Church of Christ, to be added to the pool of funding for the Pandemic Relief Loan Program.”

Election of Faith in our Future Together Oversight Committee

2020-06SNEC-09: 

The Board of Directors elects the following persons to the Oversight Committee for the Faith in our Future Together program:

The Rev. Kari Nicewander (Immanuel Congregational Church, Hartford, CT), to serve as Chair
The Rev. Alison Buttrick-Patton (Saugatuck Congregational Church, Westport, CT)

Ms. Irene Hope (Beneficent Congregational Church, Providence, RI)

The Rev. Dan Smith (First Church Cambridge, MA)

Ms. Alice Turner (Liberty Christian Center, Hartford, CT)

Affirmation of Elections to Executive Compensation Committee

2020-06SNEC-10: 
The Board of Directors affirms its email vote to elect the following persons to the Executive Compensation Committee:

Calvin Price (Treasurer)
Lauren Lorincz (HR Committee)

Ian Tosh (Executive Committee, previously on Staffing Team)

 

Action to confirm remote Annual Gathering Sept. 26, 2020

2020-06SNEC-11: 
The Board of Directors calls for an All-Conference Gathering and Worship to be held on September 26, 2020 via teleconference.   The Board of Directors asks the Annual Meeting Steering Committee to oversee planning for this meeting, with the understanding that it may not be an Annual Meeting as defined by law, in which case no legally-binding votes will be taken.

 

Action on Paid Time Off Policy

2020-06SNEC-12: 
The Board of Directors approves the revised additions to the Paid Time Off Policy as presented.

 

Actions on HR Policies

2020-06SNEC-13: 
The Board of Directors approves the Statement on Diversity as presented.

 

Approval of Minutes

2020-06SNEC-14: 
The Board of Directors approves the minutes of its May 16, 2020 meeting as presented.

 

Other Business

2020-06SNEC-15:  The Board of Directors approves an exception to the Policy on Employment of Relatives to allow the continued employment of the Director of Pilgrim Day Camp, Jon Kirby, and his family members Colleen, Caitlyn, Kristin and Jessica Kirby.  The Board of Directors asks management to take advantage of any natural turnover on the Pilgrim Day Camp Staff to increase future compliance with the Policy on Employment of Relatives.

 

 

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