Guidelines and Roles for Board & Work Groups – August-December 2020

This is a new enterprise for the UU Fellowship, as we move forward in the next 5 months with next steps in the journey of exploration and discovery around these opportunities:

  • Identify maintenance & upgrade needs for our church buildings – now, in next 5-10 years
  • engage with historic restoration experts to refine their plans, proposals, recommendations
  • create work groups focused on: managing financial resources; raising funds from internal & external sources; developing systems for overseeing projects/interfacing with contractors

The Board and Work Groups will be taking on new roles as we work together toward two goals:

  1. Determine whether the Fellowship has the people and financial resources to take on the historic building restoration initiative
  2. Come up with a plan that can be embraced by a majority of the Fellowship and our partners

UU Principles

This presents us with another opportunity: to put our UU principles into action, as we encounter and work through differences in perspectives and priorities, values and beliefs. Both in our internal relationships – as we carry out new charges, roles and relationships between and among not only the new work groups, but also with the congregation members & friends – and in our external relationships, with our partners, external funding agencies, private donors, neighborhood organizations, city officials and others who may not be familiar with our Unitarian Universalist denomination, and our Fellowship.

Guidelines

As we take these next steps, it is critical that we approach our work with openness, transparency and respect. We will undoubtedly face differences in opinions, preferences, work and communication styles. We can choose to see these differences as obstacles, or as valuable elements that will enrich and strengthen our work together – and the decisions we make. We can embrace our work with gratitude, compassion and grace, for the good of our community.

UUFD Board

Organize resources to help determine whether the Fellowship has the funding and commitment needed for a successful building restoration, oversee and coordinate activities of Work Groups, communicate with congregation, partners/stakeholders (Gronen Restoration, Heritage Works, Jeffrey Morton Architects, John & Alice Butler) about restoration initiative.

  • Recruit members, craft charges and launch Work Groups
  • Meet with congregation to gather input & feedback – and respond
  • Consult with Buildings & Grounds Committee and restoration experts regarding level of urgency, sense of priorities and estimated costs for building upgrades and maintenance
  • Meet with partners/stakeholders to develop a Financial Road Map for the initiative
  • Develop plan for regular communication with Work Groups, congregation, partners/ stakeholders – posting meeting notes and updates on the Building Restoration webpage
  • Engage with Work Groups to provide needed information and resources, and to review and approve plans to help avoid duplication of effort/activity
  • Engage with partners/stakeholders to assess progress toward decision-making targets
  • Consult with Work Groups, partners/stakeholders, congregation to make final decision about Initiative

Financials Work Group

Work closely with the Board to clarify details of the Financial Road Map – including financial partners, timeline for invoicing/payment of restoration initiative expenses, contingency plans. Work with the Board, Fundraising and Project Management Work Groups to create systems and tools for managing and communicating about the restoration financials.

  • Work with the Board to develop a detailed expense budget that includes paying for upfront costs prior to making final decision about initiative (planning/pre-development work such as Tax Credit applications, development plans, estimates, renderings)
  • Work closely with the Board to develop a plan for covering expenses to be refunded through the Tax Credit program – possibly through a bridge loan
  • Become familiar with the major sources of income for the restoration initiative, including State Historic Tax Credit (HTC) expense refund program, internal and external private donations, online donations, grant awards, matching funds
  • Work closely with the Board and the Fundraising Work Group to develop systems for managing multi-year pledges from internal and external private donors
  • Develop a report template to be used to monitor income & expenses for the restoration initiative – determining consistent, relevant numbers that will be included in all reports
  • Report monthly (or more frequently, as needed) to the Board – who will be receiving reports from other Work Groups and affiliated stakeholders and coordinating communication with partners and the congregation

Fundraising Work Group

Work closely with Heritage Works to identify and get commitments from external financial resources to support the UUFD Historic Building Restoration Initiative.

  • Meet with Duane Hagerty, Heritage Works, to clarify how the Fundraising Group and Heritage Works will work together as partners
  • Become familiar with the financial needs for each of the 3 restoration phases
  • Determine fundraising goal: $200,00 (minimum)-$500,000 (cover State Historic Tax Credit loan before expenses are reimbursed) or more
  • Determine the potential sources of additional funding – internal and external donors, Faithify – crowdfunding for Unitarian Universalism projects (https://faithify.org/), grants
  • Develop a fundraising plan – with goals, activities, timeline, individual responsible
  • Develop fundraising materials – print, electronic, website presence
  • Report monthly (or more frequently, as needed) to the Board – who will be receiving reports from other Work Groups and affiliated stakeholders and coordinating communication with partners and the congregation

Project Management Work Group

Work closely with building and construction resources within Fellowship, the Board and congregation, historic restoration experts to fine-tune plans for overseeing restoration projects.

  • Become familiar with the scope and priorities of each of the 3 restoration phases
  • Develop a detailed plan to carry out each of the 3 restoration phases – with activities, costs, organization responsible, timeline
  • Determine which activities are required to qualify for State Historic Tax Credits and the matching funds offer
  • Determine what is involved with each phase in terms of disruption to using the building, options for holding services and events elsewhere (need to pay rent for facility?)
  • Become familiar with the contracts the Fellowship would have with the Gronen Restoration, Heritage Works and Jeffrey Morton Architects
  • Craft a provision for approval in writing before moving ahead with financial changes to the contract, to help ensure Fellowship will not have unexpected financial obligations
  • Make recommendations regarding how decisions will be made once the project starts – which decisions will be made by the Project Management Team ($$ amount, scope, architect/contractor recommendations), when decisions need to come before the Board
  • Determine which activities in Phase 3 are small projects that could be done outside of tax credit parameters – and might be done internally by resources within the Fellowship, ie. creating spaces for child care, RE classes, library
  • Report monthly (or more frequently, as needed) to the Board – who will be receiving reports from other Work Groups and affiliated stakeholders and coordinating communication with partners and the congregation