Board meeting minutes
"Should the Chicago Area UU Council Continue?" A report
Notes: CAUUC Transitional Board of Directors meeting 7/19/11
Present: Dave Karcher, chair; John Halbeck, treasurer; Finley Campbell, Karla Chew, Gloria Kinney, Margaret Shaklee, Ellen Wehrle
Regrets: Don Parker, Ken Schug
Guest: Pfeiffer Browne (First Chicago)
Call to order: 7:30 p.m.; adjourn 8:40 p.m.
REPORTS
Treasurer's Report
John reported a cash in bank total of $8,469.86. Major expenditures for this quarter are for the CMI project with SCPT radio, which costs $450/week. With payment of the August invoice of $2250, the balance in the bank will fall to around $6000. DuPage and Third Churches are expected to contribute $1200 each to the program, as major participants. CMI should expect about $4000 in income from the dues collection (they received $4,077 last year). Margaret reported that CMI is also planning to apply for a Chalice Lighters Grant with the August 15 call deadline.
Budget
Margaret presented a look at the budget report for the last year, including the dues report. Thirteen congregations contributed dues and 11 congregations paid into the CMI program. Total dues collection was $2,661 and the collection for CMI $4,077.
Tasks for the Transition Board
FY 2011-2012 BUDGET
The Board should arrive at a budget to present to the meeting on October 1. Margaret will send around to the board for consideration a proposed budget for FY 2011-12 based on the past budget, with allocations to the various affiliate organizations remaining unchanged. The budget will be based on a proposed dues collection of $2700 - $3000 and collection for CMI of $4000.
NEW BOARD
We proposed that each of the members of the transition board identify a member for the new board, perhaps from their own congregation, perhaps not. We may nominate ourselves.
The job description for a board member:
Term: 2 years, renewable for up to two terms.
Meetings: Every two months: September, November, January, March, June
Currently Second Tuesday of the month, 7:30 pm at Third Church in Austin
Duties:
1. Accept a role as
Officer (president, vice president, secretary, treasurer) OR
Liaison to an affiliate group:
UUs for Social Justice (UUSJ)
UU Advocacy Network of Illinois (UUANI)
Chicagoland Marketing Initiative (CMI)
UU Multiracial Unity Action Caucus (UUMUAC)
2. Participate in organizing and staging CAUUC leadership development events
for congregational leadership (fall and spring)
3. Receive and consider for implementation ideas from congregations for
collaborative initiatives
4. Steward the fiscal health of CAUUC
Board roster completed by September 15
BYLAW revisions
Any changes to the bylaws needed to implement the proposals of the transition board need to be considered at the October 1 meeting in order to be effective this year. Transition board members will read the bylaws and propose any changes for consideration by email. Bylaws are on the website (under "leadership" top menu)
Proposal: Article III.A. Change the term of a board member from 4 years back to 2 years, renewable twice for a limit of 6 years (Margaret will craft language for that).
Proposal: Perhaps an Article after Article 1: Add a piece to describe how the membership in CAUUC is constituted (Dave take the leadership on this).
Proposal: The Meadville representative be solicited as an "intern," and be optional to anyone interested.
MISSION STATEMENT
We decided that the mission statement as presented in the bylaws needed a complete overhaul - too word and currently irrelevant to CAUUC's activities.
It also looks to your notemistress like we need two mission statements, one for the organization of congregations and one for the board.
A mission statement for CAUUC might look like this:
To work together to achieve a common goal of promoting the values of Unitarian Universalism in the greater Chicago area by (1) strengthening our congregations through leadership development, (2) increasing the visibility of the UU community to the greater Chicago community, and (3) promoting advocacy for social justice.
A mission statement for the board might read:
Mission: to support the collaborative work of CAUUC congregations.
The whole mission process will be part of the agenda for the October 1 meeting, but we should come with a good suggestion, or talking points.
Margaret will shepherd this through revisions with the transition board before October 1.
CAUUC MEMBERSHIP
We thought an "opt in" process for membership might be useful. The dues letters to the congregations will ask for an "opt in" or congregations will opt in by paying dues. Those who don't opt in are out. We might create a "friends" category. This needs more work. DAVE?
FYI from your notemistress: Both the UUA and District have initiated a "pledge" process whereby congregations at the beginning of the fiscal year pledge their contribution (not necessarily paid then). We might think about doing this, since the congregations are being trained by the other denominational bodies.
7/22/11 Margaret Shaklee
CAUUC
Chicago Area Universalist Unitarian Council
www.uuchicago.org
Annual Meeting Part 2, October 1, 2011
Third Unitarian Church
Attendance: 15 representatives attended representing 8 congregations: Countryside, Evanston, First Church Chicago, Hinsdale, Peoples Church, Second, Third, Unity Temple (Oak Park). Representation from eight congregations constitutes quorum, so quorum was met.
Call to order: President pro-tem Dave Karcher called the meeting to order at 9:30 a.m.
MISSION
From this proposed mission statement:
[The mission of the Chicago Area Unitarian Universalist Council is] to work together to achieve a common goal of promoting the values of Unitarian Universalism in the greater Chicago area by (1) strengthening our congregations through leadership development, (2) increasing the visibility of the UU community to the greater Chicago community, and (3) promoting advocacy for social justice.
The group voted to approve this statement:
[The mission of the Chicago Area Unitarian Universalist Council is] to work together to achieve a common goal of promoting the values of Unitarian Universalism in the greater Chicago area by (1) increasing the visibility of the UU community to the greater Chicago community, (2) promoting advocacy for social justice, and (3) sharing programs and best practices, particularly for leadership development.
ð The definition of “greater Chicago area” and the definition of membership will be determined by the Board in a reconsideration of the bylaws, and voted on at the next annual meeting.
ð a mission for the board will be developed by the Board for its own use.
DISCUSSION
A short discussion was had about how to develop a more firm relationship with congregations. Some suggestions: (1) A relationship with the congregational board presidents might be established by the CAUUC board members as liaisons; (2) communication of CAUUC activities to the congregations, especially board presidents. might be reestablished by reestablishing a regular newsletter; (3) a blog.
TREASURER’S REPORT
John reported a bank balance as of 10/1/11 of $5360.86. Expenditures since the annual meeting part 1 in May have been for the CMI campaign on newswebradio WCPT, amounting to $6300. Dues and CMI contributions have been received from 5 congregations so far (dues letters went out mid-August), a total of $1092 in dues and $2184 for the CMI.
BUDGET
A budget for 2011-2012 was based on repeating the budget of 2010-2011, with these changes: addition of $120 to support an email newsletter, transfer of the Pride Parade registration fee $225) from CMI expenditure to expenditure in the general budget of CAUUC, and reinstatement of a leadership development line ($500). CAUUC is maintaining a pass-through account for UUANI, with funds of $2489.
An annual stipend of $800 for UUSJ was affirmed, as was an annual stipend of $300 for UUMUAC.
The total budget anticipates revenues of $3000 for CAUUC and $6700 for CMI.
The description of the radio campaign was edited to read “WCPT RADIO ad campaign.”
DISCUSSION
The status of CMI was discussed, especially as to funding. With its weekly hour-long broadcast, CMI figures to spend $450 per week. The group has spent most of its allotted funds for 2011-12 at this point, which allows the broadcast to continue through October. Discussion focused on participation by the congregations: at present two congregations are participating by submitting church services and donating $1200 to expenses. If more congregations participated the broadcast would be more representative and also more substantially funded through the $1200 contribution from those participating congregations. Ellen suggested that Unity Temple was considering participating, which would provide funds for another month of broadcasting.
Gloria advised the board that Countryside was confused by the invoice sent to them, as they had been paying the dues only and the invoice seemed to stipulate that they owed the CMI contribution also, that it was not optional. Margaret will check the language of the letter and revise it. Gloria will advise her money people that the CMI contribution is – and has always been -- strictly optional.
BYLAW DEFINITION OF MEMBERSHIP
Membership in CAUUC has not been formally defined in the bylaws. Historically, the CAUUC area was established by the Central Midwest District in the early 80’s when it divided the district into 5 areas with area councils. CAUUC has continued identifying the congregations in that original area council as its constituency. However, congregations may or may not identify themselves as “Greater Chicago Area.” Some congregations have opted out of that definition recently.
The discussion identified these possible parameters of membership:
1. Geographic: the UU congregations that have been historically identified with the greater Chicago Area are eligible for membership. They will be included in the offer of membership, but must make their own decision about whether/how to participate.
2. A contribution of dues will be a requirement for active membership. Congregations may elect to be “inactive” and not pay dues.
3. A category of associate membership might be helpful to include congregations outside the Chicago area, and perhaps also other liberal churches of the Chicago area. Old-timers reminded CAUUC of CACLC, Chicago Area Council of Liberal Churches, active in the 40’s through the 70’s.
4. Quorum for an annual meeting should be figured on a percentage of the active membership in CAUUC at the time of the meeting (or 90 days before?). 50% was suggested for a quorum. The total number of members on the Board might also be configured by the number of active congregations (Board membership representing 50% of the active congregations).
DISCUSSION
It was pointed out that Prairie Circle and Micah’s Porch were not included on the CAUUC list of congregations designated as members of CAUUC.
DISCUSSION
Finley Campbell, on behalf of the UU Multiracial Unity Action Caucus, requested that CAUUC express support for several efforts supported by UUMUAC: The Emancipation Proclamation Pageant at First U Chicago in January 8, 2012; the Chicago Sinfonietta's musical efforts to build multiracial unity; the Sinfonietta's annual Martin Luther King Jr Concert st Synphony Center on Monday evening, January 16, 2012.
The constituency suggested (1) the events be advertised in CAUUC's news vehicles, email alerts to the congregations' news media, possible newsletter; (2) advertising expressing the support of the Chicago area UUs be purchased in the programs of these events. The Board will take this under advisory for their next meeting.
NEW BOARD
These folks were identified as the CAUUC Board for FY 2011-2012:
Ken Schug First Chicago
Finley Campbell, First Chicago
Karla Chew, Third
Ellen Wehrle, Unity Temple
Dave Karcher, Peoples Church
John Halbeck, Hinsdale
Gloria Kinney of Countryside has placed in nomination Judy Ball of Countryside, pursuant to their board’s approving the election.
BYLAW REVISIONS
Dave nominated a slate of people to reconsider the bylaws and recommend changes to the board, who will bring new changes to the next annual meeting for ratification by the constituency. They are: Joyce Marco, Allan Lindrup, Finley Campbell, and Dave Karcher.
NEXT MEETING
The Board will meet next on Tuesday, November 15 at 7:30 p.m. at Third Church (Karla will arrange).
ADJOURN: 11:45 a.m.
Notes by Margaret Shaklee, communications 10/17/11
Should the Chicago Area UU Council continue? With what mission, what geographic area, what focus, what structure, what programs?
May 21, 2011
Third Unitarian Church
Attending: 20 representatives of 10 congregations: Countryside, DuPage, Evanston, First Society Chicago, Hinsdale, Hobart, People's Church, Second, Third, Unity Temple (Oak Park).
What has CAUUC been doing that might be of benefit to congregations?
- Programs with feature speakers
- Board meetings
- Newsradio campaign (Chicagoland Marketing Initiative)
- Soliciting funds for UUSJ, CMI, UUMUAC
- Providing networking opportunities for congregational leadership
- Providing a medium for pooling congregational funds for outreach/raising visibility in Chicago area
What could a continuation of CAUUC do for member congregations?
- Gather together and offer leadership development opportunities such as individual or teams of consultants from one congregation to another
- Step in with more local programming when District goes Regional
- Create an "app"
- Do something relating to religious education (besides CARE, Chicago Area Religious Educators)
- Provide opportunity for collective social justice action
- Develop/recruit specialist in social media to raise UU visibility in the Chicago area
What does CAUUC need to be more effective?
- Transparent accountability
- A part-time staff person
- An IT consultant
- Changes in geographic catchment area. Include city and collar suburbs in membership, and offer full or associate membership for congregations further out, depending on their desire to participate, identification with "Greater Chicago."
- Vary meeting profiles: live meetings, conference calls, Skype, webinar
- Identify a person in each member congregation as liaison to CAUUC, help congregation to see role of CAUUC in congregational life
Reorganization:
- Transition board until October 1, when new Board will be ratified
- Sharpen mission, communicate to the congregations
- Review bylaws
Transition Board activities for meeting October 1:
- Solicit new Board
- By-laws: review and present revisions, if any, for ratification
- Propose budget for ratification
- Invite president/chair and minister of member congregations, offer conference call-in capability
- Devise process for arriving at mission statement that includes input from member congregations (can it be the subject of the program October 1?)
Transition Board:
- Dave Karcher (current Board member) , People's Church
- Ellen Wehrle (current Board member), Unity Temple
- Ken Schug (current Board member), First Chicago
- John Halbeck (current Board member, treasurer), Hinsdale
- Finley Campbell (UUMUAC), First Chicago
- Don Parker, Hobart
- Karla Chew, Third
- Gloria Kinney, Countryside
- Margaret Shaklee, Evanston
- Allan Lindrup (after November)