Minutes Board of Trustees
First Unitarian Society, Madison, Wi
Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
June 15, 2005 7:00 p.m.
Lower Meeting House
Present:
Officers:
Jim Jaeger, President
Jim Christensen, Treasurer
Alice Delaquess, Secretary
Council Trustees:
Pat Anderson
Tom Detmer
Chris Glueck
Laurie Joiner
Barb Avery , Incoming Trustee
Lorna Aaronson, Outgoing Annual Pledge Com. Co-Chair, Incoming Trustee,
Ministers:
Michael Schuler, Parish Minister
Kelly Crocker, Associate Minister
Staff:
Dan Broner, Music Director
Susan Koenig, Administrator
Observers:
Donna Hartshorne, Friends of the Meeting House
CALL TO ORDER
After an opening and chalice lighting, Jim Jaeger called the meeting to order at time 7:10 p.m. and reviewed the agenda.
CONSENT ITEMS
MOTION by to approve the following Consent Items:
- Approval of minutes from May 18, 2005, motion by Pat, seconded by Tom,
- CARRIED.
- Approval of minutes from June 4, 2005, motion by Jim C. seconded by Laurie
- CARRIED.
FINANCIALS:
Exhibit 1
Jim C. shared that at the end of eleven months we are about at break-even. It looks like we will break even at end of 12 months. Currently collections with EFT at 93.2%; the last couple of years we have fallen short of promised pledges by just 1% or 2%. Letters will be composed and sent to people who have not made contributions of record for the past two years, and are not clearly involved. Probably 120 letters will go out to people who fit that profile. Susan notes that this is something that, according to the by-laws, has the signature of the Board Secretary on it. Jim C. notes how recently his thinking has evolved and now he sees the importance of having contact with individuals who have been somewhat peripheral, to provide them opportunities to get more involved.
Exhibit 2
Annual Campaign and Canvass Summary
Lorna Aaronson, Annual Pledge Com. Co-Chair
Lorna touched on some highlights of the annual pledge campaign, including:
Plans for a party in the parking lot when promised pledges reach a million.
Pins were given to those that self-declare at 3% of their income. There was a mixed response to this from the congregation, and it was a departure from recognizing the larger donors, but did result in increased pledging among that group.
Canvas was quite successful, and very broad-based, almost everyone on the Board was canvassed, or was a canvasser. People who had personal contact, either through a telephone call, or a personal visit, had pledged at a statistically significant higher rate.
Lorna noted recommendations of Section 5 of her report.
She noted that a canvas used to be part of the organization and infrastructure of FUS. Rolling canvas, may be ideal mechanism to reestablish this, in that in a certain number of years every member can be canvassed.
Building on work of last year's chairs, and documentation of Chris G. and Lee Hanson very was very helpful. Committee tried to document work thoroughly so next year's Annual Campaign committee co-chairs can benefit from the work done this year.
Discussion followed about creating a better mechanism for coordinating contacting new members. Michael and Diana are working on this. Laurie noted that the packet of information that new members receive is daunting. Perhaps it would be helpful to have a face to face meeting to look through packet. Jim C. noted that vis-a-vis pledging we do have low member expectations. Jim shared some of the pledging expectations literature from All Souls Church in Tulsa, and First Unitarian in Portland. The importance of getting people to pledge substantially from the get-go was reiterated
Many thanks to Lorna, Dick and all the members of this committee for their exceptional work!!
Francis Hurst Bequest
No specification on gift.
Motion made by Jim C. to adopt the recommendation of the Financial Stewardship Council dividing the bequest evenly between the Society Fund and the Stonehaulers Fund, seconded by
Discussion ensued about Francis's interests.
CARRIED.
Jane H. Wood House Sale
The Foundation is going to make a recommendation about the use of the funds from the sale of Jane's house at our July Board Meeting. Jim C. stated he'd like that money to go into the Stonehaulers Fund. Laurie notes that this is a big decision, and urges our being pro-active rather than reactive at that meeting and take the time necessary to consider the recommendation, gather information and make a sound decision.
f) contact with Non-pledgers
Facilities Update
Susan related her conversation with Vince at Kubala Washatko. She conveyed that parking was not as large an issue as it might have seemed at the Parish Meeting. Efforts will be made by Kubala Washatko to more thoroughly and carefully convey where plan 9 came from, and how it is a positive evolution from 7.
The issue of the timing of posting information to the website and information sharing with Shorewood community came up. Susan noted that Vince has been in contact with Carl Franz, Shorewood administrator, and that at a later date Kubala Washatko would be happy to participate in a neighborhood forum. Laurie noted that informing Shorewood residents at this point might be wise. After some discussion it was agreed that reaching out to Shorewood residents earlier rather than later would be wise.
Action Step: Laurie will check with Hannah, and do a little ground work, to be pro-active about informing the neighborhood, and will get back to Susan.
HSR
The HSR committee received email with initial numbers from Isthmus. It is a work in progress, so please be aware of that in speaking of this to congregation groups.
Isthmus prioritized our needs, and detailed (Paraphrased)
1) Water-tight structurally stable and safe building
2) Thermal comfort
3) Rehabilitation of non-vital infrastructure.
4) Comprehensive improvement and avoidance of future deterioration
Jim J. noted it's important that members put this report in perspective, and it will be a very important task to plan how the renovations to the existing structure will be interwoven with facility expansion.
Capital Campaign Planning Committee
Jim C.
Plans for the fora (or forums) continue to be made.
Current recommendation is to have 2 identical congregational fora in September to update congregation on HST, FDTF, and Outreach. We would then shift our fall Parish Meeting to October 9, with voting on whether the plans Kubala Washatko develop include an auditorium, or not. Second Parish Meeting in January 2006, after Michael returns from sabbatical.
Capital Campaign Committee talked about hiring a LTE., to have a role in some of the initial planning for Capital Campaign.
Laurie is meeting with Wendy to plan "Outreach" component of Capital Campaign. Mary Lou Munts and Nancy Raglund will be part of this too.
Michael reported that he and Trina have hosted three of the six planned house meetings, to which a mix of members have been invited. They have been well attended and productive in Michael's opinion. After hearing Michael's perspective some folks have literally changed their minds, some people have not changed their minds, but are likely to be less anxious about the decisions being made. Michael will continue with parties, and will likely meet with some members individually too. Michael noted that Bill Cronin will join him in the pulpit in February, with the service focused on facilities. On August 14, Michael is available to be in conversation with congregants after the worship services, presenting some of the same information he's been presenting at the house meetings.
August Board Retreat: Scheduled for August 28 1-5 p.m.
It was noted that retreat is often a time to set the course for the year, and calendar meetings, fora etc. It was agreed our major focus is going to be on facilities and capital campaign. Also noted was Alan's interest in hosting a more social gathering of the Board in the fall, perhaps after one of the "Fora", Sept. 11 or Sept 18.
Brainstorming topics for the retreat resulted in the following items:
(Thanks Laurie for being the flip chart scribe!):
1) Pay Active Attention to Program areas: vision for maintaining connection to Councils/ strategising how we'll do that. Connections/ RE/ Social Justice/ Worship
2) Integration between Councils and Board: strategize about 1st year membership through 5th year. Welcoming congregation.
3) Stewardship: What do we want to do with $$?; What are our guiding principles?
4) Outreach: What does it mean? What do we want to do? Connect on UU level, and community level
5) Strategic planning follow-up/ what we're doing
6) Community Visibility
7) Governance- look at how we're functioning, roles and responsibilities.
8) Ways to communicate with membership- figure out ways to improve
*Review the website wit Harry @ meeting- feedback
*Person-person communication
9) History lesson- Notable UUs (FUS) produced leaders.
Point of information
Tom asks that folks bring hard copies to July meeting, or distribute electronically in advance, for he will be in Egypt, up to a day or two prior to the July BoT meeting.
Thanks to outgoing Board Members
Jim very graciously thanked Alice for her year of service, and Laurie for her five years of service. Jim shared that he looks forward to his future involvement as Past President of the Board.
Meeting adjourned at time 9:15 p.m.
Minutes by Alice Delaquess, First Unitarian Society Board Secretary
EXHIBITS
1. Operating Statement May 2005; May 2005 Balance Sheet
2. Report of 2005-2006 Annual Campaign First Unitarian Society; Yearly pledge comparison spreadsheet.