Minutes Board of Trustees

First Unitarian Society, Madison, Wi

Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
March 17, 2004
7:00 p.m.
Lower Meeting House

Present:

Officers:

Jim Jaeger, President
Jim Christensen, Treasurer
Susan Koenig, Secretary

Council Trustees:

Laurie Joiner, Connections
Kurt Kobelt, Personnel
Chris Glueck, Finance
Tom Detmer, Religious Education
Mary Lou Munts, Social Justice
Jon Aaronson, Worship

Ministers:

Michael Schuler, Parish Minister
Kelly Crocker, Associate Minister
Scott Prinster, Assistant Minister

Staff:

Bert Bitter, Church Administrator
Diana Vezmar-Bailey, Coordinator of Member Programs
Dan Broner, Music Director
Wendy Cooper, Social Justice Co-ordinator

Observers:

Jackie Groves, Assistant to the Treasurer
Donna Hartshorn, Friends of the Meeting House

Visitors:

Pat Anderson, Facilities Development Task Force
Michael May, Facilities Development Task Force
Allen Jacobsen, Committee on Ministry
Claire Box

CALL TO ORDER

After an opening and chalice lighting, Jim Jaeger called the meeting to order at 7:08 p.m. and reviewed the agenda. The Facilities Update and Discussion of a Call for Rev. Scott Prinster were re-ordered to minimize the amount of waiting time for the visitors involved in these items.

FACILITIES UPDATE EXHIBIT 1

Mike May of the Facilities Development Task Force reported on its activities.

In a general overview, he noted that the Facilities Development Task Force has been meeting twice monthly; it reviewed what’s been done in past, drew up list of broad options including building here or getting other adjacent space to build on, and has begun work on an RFP for an architect to consult on some of these options. Additionally, the task force has worked on a vision statement about why building is important to the Society.

There is a possibility that we may work out an arrangement with Tim Erdman and Associates, who own a property adjacent to ours. The task force feels strongly that we should determine whether this will happen before we devote energy to developing other plans. The likely timing of these discussions, however, threaten the likelihood that the task force will get a report back to the congregation in November, as mandated in the facilities resolution passed in May 2003.
Finally, Mike and Pat provided copies of a draft of the formal limitations that the task force was asked to develop in the May 2003 facilities resolution (exhibit 1). As directed by that resolution, the task force will consult with a wide range of FUS groups regarding these limitations, which will ultimately be presented to the congregation for approval. Pat asks that the board’s comments on these limitations be sent to her by April 1 at patanderson@charter.net.

Jim Jaeger noted that, if the Erdman discussions bear fruit, it would be appropriate to go back to the parish with a request for modification of the task force charge, especially as an arrangement with Erdman would meet many of the objections that led to the discussion of the smaller space. Jim also noted that the Historic Structure Task Force is working on its RFP.

CONSENT ITEMS

MOTION by Tom Detmer / Chris Glueck to approve the following Consent Items:
- Approval of minutes from February 18
CARRIED

MINISTERIAL CALL TO SCOTT PRINSTER

MOTION by Tom Detmer / Jim Christensen to move into executive session to discuss the call to Rev. Scott Prinster to serve as Associate Minister.
CARRIED

MOTION by Jim Christensen / Laurie Joiner to act on the recommendation of the Committee on Ministry to call Rev. Scott Prinster as an Associate Minister.
CARRIED

FINANCIAL REPORTS

Monthly Financials/Dashboard EXHIBITS 2, 3, 4
Jim Christensen presented the financial reports (exhibits ), noting in particular that we’re positive in all categories reported on the “dashboard,” which does not reflect any updated information on membership or youth population. Jackie Groves suggested that we include the balance in the Stonehaulers Fund on the dashboard.

Finance Council Restructuring EXHIBITS 5, 6, 7
Jim Christensen presented the proposed changes to the balance sheet (summarized in exhibit 5), all of which would move us into accord with generally accepted accounting practice and which will give us a more realistic balance sheet that will be more meaningful to us.

MOTION BY Jim Christensen / Tom Detmer to approve the proposed accounting changes.
CARRIED

MOTION by Jim Christensen / Chris Glueck to approve disposition of gifts as presented in exhibit 7.
CARRIED

Jim Christensen also announced that we have a gift of $100,000 pending from the Wartman family that we expect to receive in the near future. This bequest comes with the request that we explore air conditioning the Meeting House and that the funds be applied toward that project if it is undertaken. Bert Bitter is putting together an RFP for this.

Annual Campaign/Cabaret

Bert Bitter reported that pledges coming in are about 6% ahead of last year; we are a little behind in the number of people pledging at this point. Cabaret netted about $11,000; this has held steady for about three years.

Resource Planning/Budget Update

Jim Christensen noted that the Resource Planning Committee continues to look at budget requests. It is seeing a gap between expected revenues and expenses and has had preliminary discussions of using new fund-raising initiatives to meet those needs rather than taking out of the budget things we know we need to do.

In discussion, Jim Jaeger noted that much of the April meeting will be devoted to discussion of the budget. Mary Lou Munts suggested that at the April meeting we divide up names of non-pledgers to call.

YOUTH PROGRAM PROPOSAL FOR ANNEX

Jim Jaeger noted that this question has been resolved and that we should contact Kelly Crocker for more information if desired.

MAJOR TOPIC DISCUSSION: MEMBER RETENTION STRATEGIES EXHIBITS 8, 9

Jim Jaeger introduced this discussion by noting that we have about a 40% drop off of new members in the first five years.
Laurie Joiner and Diana Vezmar-Bailey presented information on the Connections Council and the Membership Committee, as outlined in exhibits 8 and 9 and led a discussion of our current work on building connections among members and membership retention. In addition to the history of the Connections Council outlined in exhibit 8, Laurie outlined the history and goals of the Membership Committee, which has been working since about 1999 to understand the process of how people come into church, before they become members, as they become members and after. It has bee developing materials and programs that will be meaningful for people as they move through these stages. Laurie also noted that a final report of the membership survey (exhibit 9) will be available in April.

Discussion centered around what we know about why members leave, how we welcome new members, and how these things affect our attitudes toward and success with stewardship. Detailed discussion notes are attached.

ANNOUNCEMENTS

Michael asks that we make a note of the dates for the upcoming Large Church Conference which will be held in Boston February 17-20, 2005. Michael will be clergy representative to the large church task force. We sent a team of about 15 people to the last Large Church Conference in 2002. Diana Vezmar-Bailey suggested that we strategize who we want to send to the large church conference. Jim Jaeger added that the conference allows the opportunity to spend time with peers in large congregation; also the opportunity to work as an FUS team.

ADJOURNMENT

Meeting was adjourned at 9:18 p.m.
Minutes by Susan Koenig, First Unitarian Society Board Secretary

EXHIBITS
1. Draft Formal Limitations on a New Building
2. First Unitarian Society 2003-2004 Financial Performance, March
3. February Financial Statement July 1, 2003 through February 29, 2004
4. February Balance Sheet
5. Christensen Memo re: adjustments to FUS Balance Sheet accounts
6. FUS Accounting Adjustments to Restate Reserve Funds
7. Christensen Memo re: disposition of gifts to FUS
8. Connections Council and Member Retention
9. Extract from Membership Committee Survey Report

OTHER HANDOUTS
1. Chalice Groups at FUS
2. First Unitarian Society of Madison, Wisconsin
3. Membership Committee Survey Preliminary Report
4. Making Connections, 2003-2004
5. New Member Packet
6. “Suggested Route for Involvement” bookmark