Minutes
Board of Trustees
First Unitarian Society
Madison, Wisconsin
May 16, 2007
Lower Meeting House
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
Chris Glueck
Barb Avery
Ministers:
Michael Schuler, Minister
Kelly Crocker, Associate Minister
Scott Prinster, Associate Minister
Staff:
Susan Koenig, Church Administrator
Observers:
Janet Stonecipher, Music Committee Representative
Visitors:
Richard Miller, Trustee Elect
Brian Hellmer, Trustee Elect
Liza Munro, Trustee Elect
Donna Hartshorne, Trustee Elect
Ken Ragland, Preservation Committee
Michael May, Preservation Committee
CALL TO ORDER
After an
opening and chalice lighting by Barb Avery, Pat Anderson
called the meeting to order at time 7:00 p.m.
APPROVAL OF MINUTES
Minutes approved. Nancy moved, John seconded, approved unanimous.
BUSINESS ITEMS
Preservation easement. Michael May reviewed the terms of the easement and the only real onerous provision is the one that grants a fifty year right to the State Historial Society to approve anything done to the meeting house. Some feeling that this is being offered to keep some control over the Meeting House by State Historical Society. Fifty years is a long time which is why this is a concern, particularly given the size of the grant.
Michael could modify it and see if an alternative would be acceptable.
This is a matching grant.
The history is that when we designed the new facility the State Historical Society extended itself beyond where people thought the State Historical Society ought to be. It was considered overreaching. Do we want to put ourselves back in that situation again.
A question was asked about the legal nature of easements and Mike explained that. The current easement ends in 2008.
What are the consequences of the violation of the easement? The State Historical society could go to court to hold things up. The State Historical Society through Jim Sewall gave its approval two weeks ago. In the future an internal committee may be handling this at the State Historical Society which could make it difficult to deal with them in the future because more people would be involved.
A spirited discussion ensued about the length of the easement versus the revenue to be received. In other words, the cost benefit doesn’t seem to be in favor of the easement. Ken Ragland pointed out that the State Historical Society is a resource because it has expertise and holds the original drawings.
The lack of certainty about how the State Historical Society will interpret the language and make decisions is a concern. That is the main concern that seems to be expressed.
The Society will maintain the building whether or not the State Historical Society has the easement. This is a question of taking the money versus granting the easement.
The easement was not a problem in maintaining the existing building. It was when we decided to add to the building that we had a problem. There have been maintenance items done that haven’t been in alignment with the preservation easement. Stronger oversight needs to occur over this regular work.
Nancy Kosseff observed that we have made a strong commitment to preservation and this easement would take the decision out of congregational hands.
Two decisions:
Accept easement with the modified grant
Propose a bylaw change
Brian Helmer asked whether we would enter into this easement if there is no money attached to it?
We would have access to the State Historical Society as a resource even if we did not have the easement.
MOVED to not accept the preservation grant money due to the restrictions of the preservation easement that would be conditions placed on receipt of the grant. The motion CARRIED.
Table bylaw change proposal and charge a committee to decide what bylaws need to be amended Move to charge a workgroup by board to decide on whether a bylaw amendment is needed to carry out the intent of the preservation amendment developed by the preservation committee. Sue, Chris Carried.
The $750,000 includes $250,000 to be obtained through grants. If it is not raised then it will be taken from the capital campaign. The preservation committee has $750,000 to use from the capital campaign and the grants combined. The committee has assumed that it has $750,000 to use and that does not include the HSR. Michael pointed out that the $750,000 includes the HSR because it doesn’t come from the capital campaign. The lighting and ventilation should be done by the end of summer.
BREAK
Facilities Progress. Missing key bids. Decided to rebid the project. Between now and early June we will get final bids and adjust the budget as best we can. The Board meeting on June 10 will cover the capital budget. The A and B wing construction has jump started. We should have a timeline for those pieces next week.
There will be a deconstruction sale on May 17 and 24. Several significant items have already been claimed and will be used to build a green, accessible house on the north side by a Reeb member.
Review task list. Add writing of amendment of preservation bylaw change. Susan and Richard offered. Ask if Morris would assist as well. Also get a preservation committee member.
Annual Budget Adjustments.
Susan explained the revenue shortfalls and the expense increases. The pledges are running roughly three weeks behind last year although the average pledges are higher.
There is about a $50,000 shortfall with no further adjustments. We may want to consider whether we should treat the shortfall as a capital expense this year only due to the revenue losses from construction interference on the property. The source for this money was discussed and where the loan or line of credit might come from. If the loan is taken from the capital campaign funds, then we would pay it back from the operating budget along with interest.
The HSR cost and the architect fees should be capital expense fees. The other expenses total about $30,000 to $50,000.
We need to grow the congregation and that will help solve some of these issues.
A lively discussion occurred about what items might be cut from the annual budget. The discussion of where to make cuts lead to a reduction down to a $25,000 deficit.
It is recommended that we make program cuts and cut denomination support down to about $25,000 as a deficit. John, Nancy. Carried.
Dane County United Dues. Tabled until the next agenda.
Parish meeting.
The agenda is minutes, lay leaders, annual report, budget, nominations
ADJOURNMENT
MOTION by
to adjourn.
CARRIED
Meeting was adjourned at 9:00 p.m.
Minutes by, Tom Detmer, First Unitarian Society Board Secretary
