Minutes Board of Trustees
First Unitarian Society, Madison, Wi
Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
September 29, 2004
7:00 p.m. Lower Meeting House
Present:
Officers:
Jim Jaeger, President
Alan Knox, President-Elect
Jim Christensen, Treasurer
Alice Delaquess, Secretary
Council Trustees:
Pat Anderson
Tom Detmer
Kathy Luker
Ministers:
Michael Schuler, Parish Minister
Kelly Crocker, Associate Minister
Scott Prinster, Associate Minister
Staff:
Wendy Cooper, Social Justice Coordinator
Susan Koenig, Interim Administrator
Bill Love, Program Assistant for Congregational Giving
Observers:
Donna Hartshorne, Friends of the Meeting House
Linda Wooldridge, Assistant to Treasurer
Meredith Schultz, MUU-YACM
Visitors:
Lorna Aaronson, Annual Campaign Co-chair
Jane Clay,
Bob Dott, Historic Structure Report Task Force
Dick Goldberg, Annual Campaign Co-chair
Fran Casselman, Annual Campaign Co-chair
Herman Felstehausen
Steve Holtzman, Historic Structure Report Task Force
CALL TO ORDER
After an opening and chalice lighting, Jim Jaeger called the meeting to order
at 7:05 p.m. and reviewed the agenda.
CONSENT ITEMS
Exhibit 1
MOTION to approve the July 21, 2004 Board Minutes by Tom Detmer seconded
by Pat Anderson CARRIED.
Exhibit 2
MOTION to approve the Minutes of the abbreviated Board Meeting on August
29, 2004, by Jim Christensen seconded by Alan Knox, CARRIED.
PROCESS OBSERVER APPOINTED
Tom Detmer agreed to be the process observer.
FACILITIES FOCUS: NATIONAL HISTORIC LANDMARK DESIGNATION
Exhibit 3
Jim Jaeger read excerpts of the letter, from the United States Department
of the Interior, informing us that the Secretary of the Interior designated
the First Unitarian Society Meeting House a National Historic Landmark on
August 18, 2004. The commemorating certificate has been framed. A bronze
plaque will also be supplied by the Department of the Interior. Jim recognized
the work that went into applying for this distinction, the opportunities
afforded the Society by the Meeting House being so recognized, and how this
designation underscores the importance of the Board’s work on facilities
issues. The Board thanked those involved with the Meeting House being granted
the National Historic Landmark Designation with a round of applause.
REPORT AND RECOMMENDATION OF THE HISTORIC STRUCTURES REPORT COMMITTEE
Exhibit 4
Bob Dott, chair of the Task Force which drafted the Historic Structures
Report Recommendation Report, thanked other members of the Task Force: Donna
Hartshorne, Steve Holtzman, Marion Meyer, Jane Clay, Kent Mayfield, Tom Garver
and James Sewell for their work. He reviewed the work of the Task Force.
In January, under the Board’s directive the Committee contacted 10
firms for bids for a HSR. After substantial negotiation and review the field
was narrowed to two architectural firms: Isthmus Architects, of Madison and
McDonald & Mack, of Mnpls./St. Paul. The task force was impressed with
both firms, but ultimately choose Isthmus because of their greater experience
with FLW buildings, their impressive reports, their reputation and credibility,
and prior positive experiences FUS has had in working with the firm.
Bob shared that our having received Nat’l Landmark Status, and now
beginning the process of getting a Historic Structures Report, (HSR) increases
the likelihood of large philanthropic institutions such as The Getty Foundation
entertaining the possibility of working with us to restore or renovate
the Meeting House. Bob read from a Wisconsin State Journal article about
the Capitol restoration and drew parallels between the long-term neglect
and subsequent restoration of the Capitol and similar neglect of the Meeting
House. Bob quoted the manager who oversaw the Capitol restoration, “To
take care of a building, you should spend between one and two percent of
the value of the building annually. Without that, we are inviting another
slide.” Bob has copies of the bids from both Isthmus and McDonald
Mack, for those who are interested. The Isthmus estimate came in at $104,
000.00 which is below our upper limit.
Bob Dott introduced Jane Clay, and thanked her for her work with the task force. Jane recalled the first time she and Clay were in the auditorium in December 1950. At that time the Meeting House was still under construction, and they were visiting from out of town. Jane provided some historic background of the past challenges in maintaining the Meeting House, and how a HSR would ease future challenges. She gave as an example how the first indication that the heating system was malfunctioning (in the fall/ winter of ’96 or ’97) was a spick in the water bill. But that information in of itself didn’t provide them a road map to make the necessary repairs. Thus repairs could not be completed in a timely manner. The HSR, would allow us to have a plan in place for such emergency maintenance as the heating giving out again, as well as a host of other maintenance issues.
Jane commended the work of Jim Sewell on the task force, and noted his interest in continued involvement.
Donna Hartshorne was encouraged that the HSR would include an analysis of paint, mortar, concrete, and other architectural details. Such information will be increasingly important as time goes by.
Steve Holtzman noted that Isthmus architects did some restoration work on the Capitol, which bodes well for us. Isthmus also was instrumental in writing the application for National Landmark Status. Steve sees the HRS enabling us to be good stewards of the Meeting House, and will in the long run save us money. Preservation, maintenance, and restoration of the building will all be made easier with the HSR.
Bob notes that Isthmus expects to (and will be very capable in their) work with the congregation on numerous issues including our collective exploration of the degree of purism we will want applied to restoration work. For example, the organ was not in the building originally, so would a restored building have the organ?
MOTION to approve the recommendation of the Historic Structures Report Task Force and engage Isthmus Architects to draw up the HSR in the amount of the bid by Alan Knox seconded by Kathy Luker, CARRIED.
Jim thanks the HSR committee. Round of applause.
WARTMANN GIFT USAGE- DISCUSSION
Bill Wartmann has given FUS $100.000. for the eventual purchase of an air exchange or air conditioning system for the auditorium. Discussion revolved around two themes: Should that gift be deferred until after the HSR is completed? Is it possible, and does it honor the spirit in which the gift was given, to place the money in the Stone Haulers’ Fund?
After some initial discussion a consensus was reached that the HSR will
assist in addressing air quality issues, and that the HSR will also help
us understand how air quality issues relate to the unique character of the
Meeting House. Therefore it would be imprudent to attempt to fully address
air quality issues, prior to (fully or perhaps partially) completing the
HSR.
Jim Christensen and Bill Love shared information about the Stone Haulers’ Fund.
Its current balance is $315,000. When the balance reaches $400,000. the interest
earned on the principle will be applied to annual maintenance. Therefore
there is a strong incentive for us to reach that $400.000 mark. The Wartmann
gift money has not been dispersed.
Alan noted that the portion of the gift that goes into the Stone Haulers
Fund should be seen by the congregation as being safeguarded for the installation
of AC, and not seen as diverted from that purpose.
Michael shared that Wartmann’s had in the past given money towards
the purchase of an air conditioning system, but because the congregation
had very recently spent a large amount of money on the roof, and because
there was not a consensus among the members on the aesthetics of an air conditioning
system, the gift was returned.
Jim J. shared his concern that we meet the stipulations of Joyce Wartmann’s
will.
ACTION Item: Jim Jaeger asked the Financial Stewardship Council (formerly the Finance Council) to look at the issue of the Wartmann gift and report back to the board with recommendations.
MEMORIAL PATH UPDATE
Jim Jaeger and Susan Koenig provided some background information on the gift from the Halsted’s for the creation of a Memorial Path in the Meeting House Woods. Susan noted that staff and members of the board, accepted the proposal of Blue Iris to make the path. The company is scheduled to do the work in early October. The contract includes excavation then laying crushed limestone and bricks, with a metal edging lining the path. The Halsted’s gift will cover the majority of the installation cost.
Herman Felstehausen is working with an ad hoc Grounds Committee under the
newly forming Operations Council. Members of the group have been busy pulling
garlic mustard, clearing brush, and coordinating the removal of the cotton
woods trees. Herman noted that the cottonwood area will be re-landscaped
and MGE will remove the walnut trees.
As a member of this Committee he has taken an interest in the Memorial Path.
Herman suggested that the plans for the path be scaled down. That is keep
the course of the path as initially designed by Michael Borne with the 60
and 120 degree angles, but omit the bricks and the metal edging and make
the surface of the path gravel, and contract with Blue Iris to remove some
of the vegetation. His first concern is that the path is isolated from the
Meeting House, and people in their Sunday clothes would be deterred from
walking it. His second concern is that the path will require regular maintenance
so roots from adjacent trees and shrubs will not distort the walking surface.
Kelly Crocker shared that maintaining the Memorial Path will provide numerous
and welcome opportunities for service projects for the children in religious
education classes.
Alan Knox stated the path as it is now conceived has multiple uses, including
as a potential fundraiser.
Jim Jaeger noted that at the April (or May) Board Meeting the Board authorized
the plan as presented then, and if there was not a motion from the Board
at this point then we would move forward with the previously approved plans.
Jim thanked Herman for the work he has done examining this issue.
National Historic Landmark- Planning for Public Presentation
Exhibit 5
Fran Casselman, President of the Friends of the Meeting House, summarized
the Friends’ suggestions for a celebration commemorating the designation
of the Meeting House as a National Historic Landmark (NHL).
•
Get planning committee in gear as soon as possible.
•
Schedule the event during National Historic Preservation Week, May 2-8 2005,
preferably Saturday May 7th.
•
Advertise the event widely.
•
Mount the bronze plaque, which the U. S. Dept of Interior will provide, on
a large quarry stone near the front entrance, adjacent to the FLW plaque.
The Friends will assume the cost of this.
•
If possible coordinate the celebration with the two FLW houses in town.
•
Perhaps have a social event for members only.
•
Involve the few members who were involved in the building process, perhaps
with video.
ACTION Item: Fran Casselman, in consultation with others agreed to recommend names for a planning committee for a NHL celebration, during the week of May 2-8, 2005.
INTRODUCTIONS: Meredith Schultz introduced herself, and was welcomed as a regular observer of the Board.
UPDATE ON FACILITIES PLANNING
Pat Andersen shared that the facilities planning is moving steadily forward
with proposal received from six architects, and the list now narrowed to
four. The Facilities Planning Committee hopes to have made a decision on
an architect by the parish meeting on at 4pm, November 21.
CHILDREN’S RELIGIOUS EDUCATION ENROLLMENT
Kelly shared that a total of 392 children are enrolled in religious education
classes (K-9); there are an additional 44 children registered in childcare.
The total enrollment of 436 children, approximately 460 when high school
youth are added, exceeds the enrollment at the end of last school year.
At 9:00 Sunday we use every room in the building, including two rooms in
the Annex. We also have five classed that are full, and so there will likely
be more children in worship services because there is no where for them to
go. There is also no room free for the children’s choir to use at 9:00
when they leave services. Saturday has two full classes, and Sunday at 11:00
has one full class.
Jim J. notes that FUS bucks the UUA –wide trend of decreasing children’s religious education enrollment.
OPERATIONS COUNCIL CHARTER
Jim Jaeger reported that Nancy Webster is continuing to work on the research
necessary to draft the new Operations Council Charter. Pat Andersen will
work with a Nancy in terms of folding in the informal ad hoc building and
grounds groups into the Operations Council.
OTHER BUSINESS
•
Alan is planning open forum to discuss any items relevant to board. He welcomes
ideas.
•
Susan reminded Board Members that October 9th is the Stewardship Planning
Workshop in Palatine, IL, and October 16th is the Leadership Day in Rockford.
•
Harry Carnes is assisting Alice in getting the capability to post documents
to the FUS website.
FINANCIAL REPORTS
Exhibit 6
Jim Christensen reviewed the financial reports for the past month. The Society
is in good financial shape.
EMERITUS FUNDS DEVELOPMENT ADVISORY BOARD CHARTER (EFDAB) & FINANCIAL STEWARDSHIP COUNCIL CHARTER (FSC)
Susan Koenig asked if the EFDAB is meant to replace The Advisory Board. Jim Christensen clarified that nothing is meant to replace The Advisory Board.
MOTION to approve the Emeritus Funds Development Advisory Board Charter and the Financial Stewardship Council Charter by Jim Christensen seconded by Kathy Luker. CARRIED.
Dick Goldberg and Lorna Aaronson were introduced as Canvas Co-chairs, and thanked for their willingness to serve the Society in these important roles.
Michael stated that there is an expectation that the Board members will play a role in the work of the canvas co-chairs. Jim C. and Alan elaborated on this, saying the leaders of the congregation should be leaders in pledging. Also Alan shared how a relatively small number of members give a relatively large percentage of the pledged money, so it behooves us to recognize these members in the early part of the process. Also we, as board members, are especially well situated to follow up with folks that have not made pledges. Such contact is helpful in getting action and information.
PROCESS OBSERVATIONS:
1) Opening song tied very well with facilities.
2) Main topic first worked very well.
3) Tom thought with the current table layout it was difficult to see the
visitors.
ADJOURNMENT
MOTION by Alan to adjourn, seconded by Jim C. CARRIED
Meeting was adjourned at time 9:05 p.m.
EXHIBITS
1. Board Minutes July 21, 2004
2. Board Minutes August 29, 2004
3. United States Department of the Interior letter designating the Meeting
House a National Historic Landmark as of August 18, 2004.
4. Recommendation for the Historic Structures Report
5. Suggestions from the Friends of the Meeting House regarding the celebration
commemorating the National Historic Landmark designation
6. FUS Financial Statement for YTD and the Financial Statement for August
2004 (Spreadsheets)
OTHER HANDOUTS
1. Board Schedule/Calendar (as developed at Board Workday, 8/04)
Minutes taken by Alice Delaquess, Board Secretary.
