Minutes of the Board of Trustees
First Unitarian Society of Madison, Wi
Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
December 14, 2005
6:00 p.m. Lower Meeting House
Present:
Officers:
Alan Knox, President
Pat Anderson, President-Elect
Tom Detmer, Secretary
Jim Jaeger, Past President and Acting Treasurer
Council Trustees:
Kathy Luker
John Mathis
Ross Hemphill
Barb Avery
Chris Glueck
Ministers:
Scott Prinster, Assistant Minister
Staff:
Susan Koenig, Administrator
Wendy Cooper, Social Justice Coordinator
Jim Christensen, Facilities Project Consultant
CALL TO ORDER
John Mathis read an insightful piece about Islam as the opening.
CONSENT ITEMS
MOTION made by Jim Jaeger and seconded by Ross Hemphill to approve the November 18, 2005 minutes. (Exhibit 1). Motion CARRIED.
APPROVAL OF FINANCIAL STATEMENTS
Jim Jaeger reviewed the monthly financial statement. Compare column A to column B to understand how we stand now. We are a bit ahead on revenue and we are ahead of expenses. We should try to reduce expenditures to help achieve a balanced budget for this fiscal year.Jim also mentioned that there is an issue on the balance sheet for a line of credit from New Glarus Bank. He indicated that we are not using the line of credit as it should be used. He recommends converting the restricted portion of the line of credit debt (which relates to the facilities projects) to an interest only term loan to be repaid from either the capital campaign or long term financing. The line of credit would be used as a line of credit. If we move this debt to First Business Bank, then we could more easily move funds between the checking account and the line of credit.
Jim noted that there is a critical need for a Treasurer's job description.
John asked if we could get a fuel cost increase estimate because our December heating costs have been higher than normal and this will also affect the budget. Susan has inquired about this cost and the total heating cost increase for the current year would be $9000 (estimated) with $4000 over last year because of temperature differences and another $5000 due to higher fuel costs because of last fall's hurricanes.
Susan urged that we make difficult budget decisions with some less than a priority one or two. We should not run a deficit in our budget with an upcoming capital campaign. We should try to increase our revenue, through pledge increases. Increased personal contact in the pledge campaign should help.
FACILITIES AND CAPITAL CAMPAIGN COORDINATION
Planning for the overall capital campaign is moving forward with steady progress. Jim Christensen has had success in recruiting members for the Capital Campaign Planning Committee. There was considerable discussion about the meaning of the committee's name and the overall purpose of the committee. It was recognized that this committee would help oversee all other capital campaign work such as grant writing and estimating loan needs. It is not intended to be the primary capital campaign committee to solicit capital pledges. It is intended to be an oversight committee and to provide guidance as the campaign and other fund raising such as grants and loans move forward.
A reconstituted facilities committee is needed during the capital fund raising phase, now that the FDTF has accomplished its work. A reconstituted facilities advisory group can help with adjustments and communication this spring if needed...
There is a draft charter for the Capital Campaign Planning committee in the Board's packet. Jim Christensen will chair the committee. He feels that the interest and willingness to be involved in the facilities project is escalating. It was MOVED by Jim Jaeger with a SECOND by John Mathis to approve the charter with the minor changes discussed. The Board voted to APPROVE the charter with minor changes.
TRANSPORTATION
This issue is a core concern of many members when they consider the facilities project. This is particularly true for those who are less mobile and we do not want to alienate any members on this issue. We do not want it to be a “red herring” issue. For short-term issues we need to figure out what our needs are and the Madison Environmental Group is one possibility to help with this issue. They can assist us in gathering together parking concerns and data. This work would not be for a long-term transportation plan; it is only for addressing our immediate needs. If we hire this group to gather parking information we can provide it to the parish at the meeting in February. It is a $6200 item to do this study. It was moved by Jim Jaeger and seconded by John Mathis to approve the expenditure of funds for this study. The discussion included the observation that we need this information to reassure the parish members that parking is not an issue about which to be concerned for our new facilities. The Board APPROVED the motion to do a study of the immediate transportation issues and solutions by the Madison Environmental Group for $6200.
COMMUNICATIONS
Refer to
the exhibits for information on this issue. We know that communication
is an important issue with regard to the facilities as well as generally. We
know that our members may or may not read material we distribute to them about
the parish meeting but it will be sent to everyone.
REVERSE TIMELINE
The reverse timeline for preparing for the February 5 Parish Meeting has been partly completed. This timeline lists all of the work to be done in preparation for the meeting in reverse order. We have some volunteers already signed up but we still need other volunteers. The use of a webcast for the meeting was discussed because it would have to be factored into this timeline. It was decided that due to lack of probable participation in the meeting by webcast, it is not worth the effort to arrange for this. The by-laws would have to be amended to allow for it. The available parking, childcare and food are the bigger items that must be planned and made ready to go.
OTHER FACILITIES ISSUES
There has been considerable criticism of the Executive Summary of the Historic Structures Report and no progress has been made in reaching a resolution concerning the criticisms. Alan talked to Ken Raglund who had a number of concerns and feels that Ken is more at ease with the purpose of the report. Jim Jaeger MOVED, Tom Detmer SECONDED a motion to permit Alan to appoint a task force to prepare an improved executive summary of the Historic Structures Report. This task force will fill a vacuum concerning who can decide what the final report should say. We have the critiques on the Report so now we need to put the comments in the report and we need it finalized in a readable form.
John Mathis MOVED and Kathy Luker SECONDED a motion to approve the creation of a capital campaign task force to carry forward the next step on capital campaign and the work with the architect. The Board APPROVED this motion.
Laurie Joiner has agreed to remove term “green” in the building vision statement. This updated vision statement will give us a better guiding principle of where we are heading with the building project.
The outreach concept has also been modified. Alan Knox, Kelly Crocker and the other four local Unitarian Universalist congregations met last night and had a great conversation about ways to jointly cooperate. Alan will put together an overview and share it with all at an upcoming meeting.
A meeting with the Cornell Court neighbors is planned in the near future to ask for questions and concerns. Chris will write a letter inviting them to the informal get-together he will work with Jim Jaeger to coordinate calendars of staff who will attend and the room to have the meeting.
PARISH MEETING AGENDA
The Agenda for the parish meeting will include providing plans and have one action recommending that the Society to proceed with capital campaign exploration. Barb Avery recommended use of two lines for speaker’s mikes for line of sight issues and for use of continuity of questions. We could add a third mike to read questions provided on cards. Kathy recommended that the draft of the resolution should be stated more positively and Alan asked that comments should be sent to him.
OTHER BUSINESS
Jim Jaeger reported on Central Midwest District activities coming up this spring. A bus for General Assembly will be arranged.
A MOTION was made by Jim Jaeger and SECONDED to end Wendy Cooper’s compensation arrangement with the District. Wendy will wrap up what time she owes them but the arrangement has not worked well, 25% of Wendy’s salary was funded by District. Susan has explored how we will cover the additional compensation for Wendy. We can work with the Foundation for immediate needs. Richard Miller indicated that Foundation would consider advancing the funds if we agree to repay them in the future out of our budget.
ADJOURNMENT
A MOTION
was made by Jim Jaeger and SECONDED by Alan Knox to adjourn.
CARRIED
Meeting was adjourned at time 7:30 p.m.
Minutes by Tom Detmer, First Unitarian Society Board Secretary
EXHIBITS
- November 18, 2005 Board of Trustees Minutes
- Financial Statements
- Capital Campaign Planning Committee Charter
- Madison Environmental Group background
- Communications Issue for Parish Meeting
- Reverse Timeline
- Vision Statement
