Minutes Board of Trustees
First Unitarian Society, Madison, Wi
Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
September 21, 2005 5:30 p.m. Lower Meeting House
Present:
Officers:
Alan Knox, President
Pat Anderson, President-Elect
Tom Detmer, Secretary
Jim Jaeger, Past President
Council Trustees:
Lorna Aaronson
Barb Avery
Chris Glueck
Kathy Luker
John Mathis
Ross Hemphill
Ministers:
Kelly Crocker, Associate Minister
Scott Prinster, Associate Minister
Staff:
Dan Broner, Music Director
Wendy Cooper, Social Justice Coordinator
Susan Koenig, Interim Administrator
Jim Christensen, Facilities Project Coordinator
Observers:
Visitors:
CALL TO ORDER
After an opening and chalice lighting by Jim Christensen, Alan Knox called
the meeting to order at time 5:30 p.m. and reviewed the agenda.
Lorna Aaronson asked for a definition for process observer. Alan promised that we would provide this definition for determining the usefulness of this function at every meeting.
CONSENT ITEMS
MOTION by Kathy Luker to approve the following Consent Items:
•
Corrections in the July minutes. Add the word “justice” after
social on page one and note that the parish meeting date has now changed
from January 2006 to February 2006
•
Approval of minutes from July 20, 2005 – Exhibit 1
•
Motion CARRIED
The Board is happy with the move to have Jim Christensen serve as Facilities Project Coordinator. It is understood that Jim must resign as Society Treasurer in order to avoid the conflict of serving in these dual roles. Jim Jaeger will serve as the Acting Treasurer until a permanent Treasurer can be nominated and approved by the Society.
Other handouts are recommended for reading and will be discussed in future meetings but time does not permit reviewing them tonight. The Board should take the time to read these reports outside of the meeting.
TREASURER’S REPORT
Alan quickly reviewed the financial statements that were provided ahead of time (see attachments) noting that no time will be spent discussing them because of tonight’s full agenda. Exhibits 2 through 5
STRATEGIC PLAN ACCOMPLISHMENTS
The Strategic Plan priorities handout (Exhibit 6) was discussed and there are a few items that need updates. Those will be updated and provided at the next meeting. One item to consider adding to the priorities is a communications committee and strategy. Harry Carnes will be involved in helping to implement this plan. This is a measure of success under the excellence of all aspects of priority one of FUS. We need to do more to improve communications in all ways as a Society. This is not just a facilities priority although it is of particular concern as we move forward on our facilities efforts.
Assisting other congregations in their growth is an important priority. We discussed an unofficial survey that has just circulated by one member to determine a variety of things about our growth including the possibility of starting a fourth congregation. We have considered this possibility in recent years as a parish and determined that it is not a high priority. To the extent we do not grow our own congregation, then we want to assist other congregations in their growth. Alan will talk with the individual who has raised this idea to address the member’s concern.
FACILITIES CHARTER – Jim C.
Too many things are occurring ad hoc on the facilities project. We need a way to organize what is being done. The facilities charter is an attempt to achieve this organization. Exhibit 8. The Board could do this itself or rely on an “entity” such at the “coordinating committee” to accomplish the coordination on the facilities project. It includes the capital fund raising and the historic aspect of the facilities project, and not just the construction aspects of the new facility. In order to assist with this coordination a Facilities Coordination Committee is being established. This committee will not have decision making authority in place of the Board’s authority. The Board is still ultimately responsible and must make all substantive decisions. Barb Avery requested that there be some mechanism for reporting back to the Board on the activities of the committee. It could be a weekly email or another way to do this.
This is an effort to avoid having the facilities project take over all of the work of the Board. It involves the Board but helps the Board keep out of micromanagement of the project. To reiterate, the committee will come to the Board for approval of decisions it makes.
MOTION by Jim Jaeger to approve the establishment of the Facilities
Coordinating Committee by Jim J
- CARRIED
It is anticipated that Morris Waxler, Nancy Ragland, Doug Mitchell, Michael May, Vicky Jones and a person familiar with the HSR to the Committee will be appointed to the committee. However we want to avoid having the President hamstrung in appointing this committee so we want to delegate to the President a general authority to appoint the members of this committee.
MOTION to approve and appoint individuals selected by the President
to the Committee by John Mathis.
- CARRIED
Jim Christensen will serve as the staff liaison to the Committee as the Facilities Project Coordinator. Refer also to the Contract for Project Coordination Services (Exhibit 9) and the Facilities Project Organization Chart (Exhibit 10).
6:40 BREAK
6:50 STRATEGIC PLAN – Jim C
Our strategic plan is based on our values and on our priorities and goals. See the Values Wheel (Exhibit 11) and FUS Priorities and Goals for Action 2005-2006, (Exhibit 12).
The four priorities were discussed by the Board which Jim Christensen incorporated into a revised spreadsheet. There was considerable discussion about what a priority should be and what an appropriate action step and measure of success should be. Various modifications to the spreadsheet were made as the discussion proceeded. This revised spreadsheet will be distributed for the next meeting.
Alan Know observed that facilities are not the main point; it is growing UUism and providing excellent services and RE for our congregation. These priorities demonstrate that our congregational goal is not directed at expanding our facility. The need to expand our facility is an outcome of what we do.
8:10 BREAK
8:20 TWO FACILITIES TOPICS
Alan Knox mentioned the fact that a number of members commented that the facilities outreach concepts of green building and social justice seem to be built into what we are already doing. The facility will likely be built with a “green” approach whether or not we adopt a “green outreach” goal. Also, it seems that what we consider our traditional social justice outreach is really part of our operations budget. Thus the question has been raised about whether these outreach goals add much to what we would otherwise strive to accomplish. This is a question that we need to consider.
Second, we have already mentioned our goal of improving communications. This goal can be achieved easier if we take advantage of some technological tools that can help us. One of these is a product called SharePoint. This product is being tested and the Board will have an opportunity of looking at it and providing comments. Please take this opportunity to do this. Jim Christensen will send the link to allow Board members to do this to each Board member.
CALENDARS
There was a discussion of upcoming items on the 2005-2006 Board Calendar. (Exhibit 13) Particular note was made to reserve May 20, 2005 for the Board Retreat. The June 2006 will be moved to accommodate General Assembly.
COUNCIL ANNUAL REPORTS
The Trustee liaisons are asked to produce a short summary of their respective Council Annual Reports for the Parish Meeting on October 16, 2005. These are a good communication vehicle and a way to describe to potential Council members what the Council does as well as to inform any interested Parish members what is happening in each Council.
PARISH MEETING AGENDA
We need to prepare a resolution to approve lay ministers to initiate and conduct weddings and a resolution to present the two facilities alternatives (four and nine) and a separate resolution to approve building an auditorium.
ADJOURNMENT
MOTION by to adjourn.
CARRIED
Meeting was adjourned at time 9:05 p.m.
Minutes by, Tom Detmer, First Unitarian Society Board Secretary
EXHIBITS
1. Minutes from July 20, 2005
2. Financial Income Statement for June
3. Financial Income Statement for August
4. Financial Balance Sheet for June
5. Financial Balance Sheet for August
6. MUUYACM Report
7. FUS Strategic Plan Draft Measures for 2005-2006
8. Facilities Coordinating Committee Charter
9. Contract for Project Coordination Services
10. Facilities Project Organization Chart
11. Values Wheel
12. FUS Priorities and Goals for Action 2005-2006
13. 2005-2006 FUS Calendar
14. Religious Education Council Annual Report
15. Social Justice Council Annual Report
16. Social Justice Plans for 2005-2006
17. Worship Council Annual Report
18. Operations Council Annual Report
19. Financial Stewardship Council Annual Report
20. Connections Council Annual Report
OTHER HANDOUTS
1. Stone Haulers Resolution
2. Historic Meeting House Resolution
3. Building Plan Comparisons
4. Building Project Update (yellow copy)
5. Parish Meeting Minutes from May 2005
