Special congregational meeting April 19, 2009 Noon

Present:  Dorothy Long, Charles Long, Chris Sorotiak, Amy Cottingham, Gary Cook, Roger Brewin, Tom Hackley, Jim Dalgleish, Lisa Dalgleish, Anisah Hayes, Gloria Weberg, Heartha Whitlow, Gene Whitlow, Gladys Peoples Burke, Julie Williams, Viola Moore, Tricia Johnson, Harvey Johnson, Amy Eklund, Kelly, Richard Berndt, Emily Hecht, David Sarra, Mary Lou Elson

Goal of the special meeting:  Come up with ideas to help close the budget

The COSA committee has two possibilities:  One is to utilize some of the funds from the Welcoming congregation month to pay for the additional 2 speakers from last October.  The other is to utilize the funds completely for Capstone project support.

Dick distributed a profit/loss statement as of yesterday afternoon.  There is still approximately $2000 -2500 deficit expected at the end of the year.

Question about pledges and how one would know how much had been paid on their pledges.  The thought was that there might be others who might be wondering about this.  It can be confusing because the document distributed to pledging members is for tax purposes and for the calendar year but our fiscal year spans two tax years.

The suggestions from today will be taken into consideration at the next board meeting and will be utilized in preparation of the budget  which will be proposed for next year and published on May 13.

Another question regarding the deficit… sometimes we might be running behind and by the end of the year it ended up being resolved.  How likely is that to happen this year?  Answer:  Unlikely.   We are already expecting to receive the pledge amount.  There is a shortfall in the amount projected to come in versus the expected outflow by the end of the year.

There was an expectation of pledges to be at last year’s levels and that did not happen.  The average pledge per person was lower last year.  There were additional expenditures for pastoral support.  There were 39 pledging members last year.  If 40 people pledged $50 dollars that would close the gap.  Viola brought up the idea of a Viennese ball as a fundraiser.

The question was raised if people put a check in the collection basket, it is counted toward their pledge.  It is counted toward the pledge unless there is an indication on the check that it should be directed elsewhere.  Cash goes into “collection cash”.

It is difficult to utilize CD’s because of the variation in our income stream.  A question was raised regarding the “shaky plumbing” and whether the $5000 currently in our savings would cover that.  It would all depend on what the cause was and what it would take to fix it.  A new drain field would likely cost $10,000.  A book sale piggybacked with another event such as the Venetian Festival was suggested.  A comment was made that it would be helpful for next year’s budget but time is short for this year.  There are about 6 weeks left.    Roger asked for a straw vote regarding the suggestion of $50 per person contribution.  Tom suggested that the question should be “would you support the board asking for another $50 per member.

A question was asked about where the money comes from that is in the savings account.  This reflects money that was given as “gifts” and we keep that out of our checking account.  It is our “contingency” fund.  Some came from Lloyd Sanborn, Ray Wilder, and others.

It was suggested that we get very creative and resourceful in doing fundraising to cover the shortage.  Gloria brought up that the church down the street is doing a fundraiser that is doing a seesaw marathon.  It was suggested that perhaps we could invite some vendors in for the anniversary celebration.  Open mike nights, mini concerts, hometown nights were suggested by Jim Dalgleish.    There was discussion regarding the current expected expenditure of $400 on the anniversary celebration.  Mary Lou made the point that a celebration combined with a fundraiser was not congruent.  She suggested scaling back on the celebration and making it hot dogs and hamburgers.  Chris suggested having a Cinco de Mayo celebration as a fundraiser.

Chris reported that  the plan for the 50th is for Eric to play the piano.  Janice Zerfas is planning the menu.  T-shirts are being donated.  We could consider “selling” the t-shirts to recoup some of the funds.  She would like to see this event remain a celebration rather than be turned into a fundraiser.

Tom suggested that a fund for our dream projects be established.

Heartha asked for an email where she can send ideas.

Julie  moved that we have a potluck dinner for anniversary, Viola seconded.  The motion passed.

Julie moved that the board recommend that members and friends be asked to give an anniversary gift to BUUF  to help defray the budget shortfall.  The motion passed.

The BUUF Board had asked for funds from COSA to pay for the speakers in October which would be $560.  Discussion revolved around being able to save money from the dinner, getting addition contributions for the remainder of the shortfall, and letting the original COSA proposal stand.  If we don’t get the entire amount, then Tom suggests we put the repayment of the shortfall into next year’s budget.  Tom moved that we adopt the original proposal from COSA for the project budget for funding for this fiscal year:  laptop computer for capstone:  1000, partial support for parent aide service $800, and the guest speakers from October.  Trisha seconded.  Passed.

Tom moved that if the recommended actions do not result in enough money to cover the shortfall, then the shortfall amount be a line item in next years budget, Gary seconded.  The motion passed.

Charles asks that the board provide a list of BUUF members.  Charles asks for a balance sheet to go along with the profit/loss statement.

Motion to adjourn by Gary, seconded by Amy C. The motion passed.