Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
November 15 , 2006
7:00
p.m.
Lower
Meeting House
Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
Present:
Officers:
Laurie Joiner, President-Elect
Pat Anderson, President
Tom Detmer, Secretary
Sue Radtke, Treasurer
Alan Knox, Past President
Council Trustees:
Kathy Luker
John Mathis
Nancy Kosseff
Jim Christensen
Chris Glueck
Barb Avery
Hilary Cronin, Youth Representative
Ministers:
Michael Schuler, Minister
Kelly Crocker, Associate Minister
Scott Prinster, Associate Minister
Staff:
Susan Koenig, Church Administrator
Alice Delaquess, Coordinator of Member Programs
Observers:
Janice Stonecipher, Music Committee
CALL TO ORDER
After an
opening and chalice lighting by Kathy Luker, Pat Anderson
called the meeting to order at 7:10 p.m.
APPROVAL OF MINUTES
MOTION to approve the minutes of October 18, 2006. Nancy Kosseff requested that her role should be clarified to say it will work on the training and not on the charter. The people who will work on the Security Policy will be the people indicated on the action item template, plus Mark Clear and JJ Streicher. CARRIED
BUSINESS ITEMS
Audit Report
Don Schuette reviewed the audit report. Basically things look in good shape and the Shelby system seems to be serving us well. There are a couple of areas where we could use a little more documentation and that will be worked on. Policies and procedures need to be written. The items needing action will be incorporated into those.
It is MOVED to require two signatures for amounts over $500 and to only require one signature for amounts under $500. Individuals in the following positions are all authorized to sign checks for the Society, either when two signatures are required for amounts of $500 or more, or when only one signature is required for amounts under $500: The Parish Minister, the Church Administrator, the Financial Secretary, the Society President, the President-Elect, the immediate Past President, the Treasurer and the Secretary. CARRIED
Chris Glueck has some minor comments that he will pass along to Financial Stewardship Council.
The Financial Stewardship Council will see that the recommendations are carried out.
Is it desirable to have a full external audit done? This should be incorporated into the policies and procedures. An external audit should be done now and every five years. An internal audit should be done annually. However the Financial Stewardship Committee should incorporate this into the policies and procedures. Susan and the Financial Stewardship Council will work to obtain an auditor after December 31, 2006.
Financial Statements
Sue Radtke reviewed the Balance Sheet and the Operating Statement. We currently have a balance of $63,479 of cash on hand.
Laurie Joiner asked about how the capital campaign monies are reflected and an explanation was given. The pledge collections are down this year primarily due to the large Katrina and Transylvanian flood collections last year.
MOVED to approve the Treasurer’s report as presented. CARRIED.
Laurie’s Template
Add the when due date along with the names in the last column. This is a guideline to know what is being done and by whom. It should not be on the website.
Facilities Update
Susan reviewed the meeting last week with the architects, landscaping, other engineers and various other building professionals. Various details of the design are being worked out. For example the size of the necessary elevator is being considered.
An empty organ case will probably be added for acoustic benefits and an organ can be added later.
The HVAC folks have designed things so we can wait until February to make a decision on geothermal wells and we can see where our fundraising is at that point.
The solar chimneys were of engineering interest but appeared to not be justified cost-wise. The engineers are having a good engineering time.
We may get access through Ronald MacDonald house property to access our entry from Doctor’s Park. We would allow them to use our auditorium as a meditation space for families in residence there.
Nancy asked about cost estimate updates. That is being brought up-to-date. We are looking at adding a person to provide on-going sustainability training and auditing of our sustainability annually. This is a “commissioning agent” who does this.
The Preservation Committee is proceeding. We want to avoid obtrusive lighting tests over the holidays. Susan will make the judgment along with Michael on that.
Laurie said there is another issue relating to scheduling after May when construction has begun. How is programming affected? We will discuss this at the December board meeting.
Laurie provided a handout with a proposed process for suggestions for the building on a more detailed basis. This will determine what is communicated to the architects. Only two people will communicate with architects. Sam Lawrence and Susan (eventually to be replaced by the owner’s representative).
There are forums scheduled on December 3, 2006 and January 28, 2007.
Capital Campaign
The current balance is $3,936,000 for 152 pledge units. We will have one figure at year end but that will not be a final budget.
BREAK
Religious Education Committee Study
Barb Avery felt that it would be most productive to meet with the committee tomorrow to present the feedback to them and to get their reaction. Then a report could be prepared with that feedback.
Approval of Search Committee Members
Four have agreed to participate. They are Mary Bergin, Brian Joiner, Richard Miller and Teresa Rademacher are the four who have agreed to participate. MOVED to accept these four as members. CARRIED.
Change the Board Meeting Date
The December meeting is on the solstice service day. A proposal was made to move the meeting to the 13th. There are conflicts with the connections council so we then suggested moving it to the 6th.
ADJOURNMENT
MOTION by
to adjourn.
CARRIED
Meeting was adjourned at 8:50 p.m.
Minutes by, Tom Detmer, First Unitarian Society Board Secretary
