CMM 2020-03-08
Minutes of Meeting for Worship with Attention to Business
Concord (NH) Monthly Meeting of
the Religious Society of Friends
Third Month 8th, 2020
Ten Friends gathered and entered into quiet worship. We accepted the minutes of Second month as posted on the website. This includes a section added by M&C after the recording of minutes at the time.
03.1 Finance Committee reported that our income was $20,161 year to date which is 73% of our budget at 9 months of the fiscal year. Expenses for the period were $18,112 but only 65% of our support of other organizations has gone out. Friends agreed to ignore the $35 beyond budget expended for our Library. A correction was made to the details of the receipts that have built up the Christine fund. Advent calendar sales were $617, the Make and Take brought in $85 and the SERRV order earned the fund $428.
03.2 Response to COVID-19: Friends agreed to creating an ad hoc task group to make recommendations on how the Meeting responds to the threat of the erupting epidemic of COVID-19 in this country. We give the group authority to communicate to the community recommended changes in behavior (e.g., not holding or shaking hands when and if that seemed advisable). Having representation in this group from M&C and of people working in the health field was felt to be advisable. We agreed to start with naming Wendy L, Rob Y, Sara S and Jennifer S to do this work. If one of the named health professionals is unable to serve, we would ask Rob S. If the group felt that expenditures were needed to protect us from infections as this epidemic proceeds, it is authorized to use up to $500 from unrestricted funds. The group is asked to report back to Meeting via our regular announcements on its processes and proposals.
03.3 Peace, Social, and Earthcare Concerns Committee: PSECC committee reported that their upcoming program, March 28th at 1 p.m., on Mass Incarceration needs Friends’ efforts to promote good attendance from the wider community. Volunteer help to make the event work well is needed.
03.4 State of Society Report for 2019: M&C brought a proposed State of Society report for 2019. We read this out loud to each other. There were two changes agreed to in some wording in the second and third paragraphs which will be captured in the final version to be attached to these minutes and forwarded to Dover Quarterly Meeting and New England Yearly Meeting.
03.5 Anti-racism Work: M&C recommended that Meeting continue our focus on anti-racism work with a second Fourth Sunday program with James McKim (the facilitator who led us in our February program). The M&C committee would like to meet with him further after that to plan Meeting activities to continue working on this. The committee feels that it would make sense to use up to $500 from the Social Justice fund to pay an additional amount to the facilitator to continue working with us and to purchase materials on the subject for our use. Meeting approved.
03.6 Meeting Retreat Discussion: M&C asks if Meeting is interested in having a full day or weekend retreat, possibly this coming fall. We shared around the circle regarding this idea. There were disparate thoughts around location and amount of time and how soon. The feedback shared will help M&C decide how to proceed to discern this. A suggestion of surveying the rest of our members and attenders was made.
After a brief time of quiet worship, Meeting adjourned, purposing to meet again on the Second Sunday of April.
| Submitted by, | Accepted as the Approved Record, | |
| /s/ Jennifer J. Smith, Recording Clerk | /s/ Richard Kleinschmidt, Presiding Clerk |
| Concord Monthly Meeting Income & Expenses | 2019-06-01 – 2020-02-29 | FY 2020 Budget | Amount Remaining | % Budget |
|---|---|---|---|---|
| Income | ||||
| Contributions | $18,141 | $25,150 | $7,009 | 72% |
| Interest Income | $7 | $680 | $673 | 1% |
| Rental Income | $1,773 | $1,500 | -$273 | 118% |
| Solar Roof Lease | $240 | $240 | 100% | |
| Total Income | $20,161 | $27,570 | $7,409 | 73% |
| Expenses | ||||
| Program | ||||
| Budget/Finance Committee | $0 | $30 | $30 | 0% |
| Hospitality | $109 | $180 | $71 | 61% |
| Library | $125 | $90 | -$35 | 139% |
| Ministry & Counsel | $150 | $225 | $75 | 67% |
| Outreach | ||||
| Outreach - Other | $20 | $355 | $335 | 6% |
| Website Expenses | $64 | $280 | $216 | 23% |
| Total Outreach | $84 | $635 | $551 | 13% |
| Peace, Social & Earthcare Concerns | $0 | $600 | $600 | 0% |
| Youth & Religious Education | $120 | $300 | $180 | 40% |
| Total Program | $587 | $2,060 | $1,473 | 29% |
| Property | ||||
| Building Maintenance | $308 | $600 | $292 | 51% |
| Debt Service | $2,855 | $3,805 | $950 | 75% |
| Donation in Lieu of Taxes | $0 | $500 | $500 | 0% |
| Electricity | $750 | $1,000 | $250 | 75% |
| Grounds | $0 | $100 | $100 | 0% |
| Insurance | $1,445 | $2,000 | $555 | 72% |
| Replacement Reserve Expense | $3,600 | $4,800 | $1,200 | 75% |
| Snow Removal | $1,380 | $2,000 | $620 | 69% |
| Supplies - Bldg. & Maintenance | $250 | $200 | -$50 | 125% |
| Wood Pellets | $1,194 | $1,680 | $486 | 71% |
| Total Property | $11,783 | $16,685 | $4,902 | 71% |
| Support | ||||
| AFSC | $1,174 | $1,565 | $391 | 75% |
| Dover Quarterly Meeting | $0 | $10 | $10 | 0% |
| FCNL | $0 | $150 | $150 | 0% |
| Friends Camp | $0 | $300 | $300 | 0% |
| FWCC | $0 | $65 | $65 | 0% |
| Interfaith Council | $0 | $50 | $50 | 0% |
| NEYM - Equalization Fund | $0 | $290 | $290 | 0% |
| NEYM - General Fund | $4,568 | $6,090 | $1,523 | 75% |
| NH Council of Churches | $0 | $75 | $75 | 0% |
| Woolman Hill | $0 | $230 | $230 | 0% |
| Total Support | $5,741 | $8,825 | $3,084 | 65% |
| Total Expense | $18,112 | $27,570 | $9,458 | 66% |
| Net Income | $2,050 |
NB. The Income & Expenses Sheet was created with two decimal points, which were removed for readability, the cents being unimportant to the overall understanding. This can have the effect of throwing off any given sum by a dollar due to compounded rounding. — Prepared by Greg Heath and Chris Haigh.
| Concord Monthly Meeting Balance Sheet | 2nd Month 29, 2020 | ||
|---|---|---|---|
| ASSETS | |||
| Current Assets | |||
| Checking/Savings | |||
| Checking 123410166 | $16,040 | ||
| Money Market 101049498 | $6,599 | ||
| Total Checking/Savings | $22,639 | ||
| Accounts Receivable | |||
| Accounts Receivable | -$50 | ||
| Total Accounts Receivable | -$50 | ||
| Other Current Assets | |||
| Prepaid Electricity | $8,250 | ||
| Prepaid Insurance | $1,718 | ||
| Total Other Current Assets | $9,968 | ||
| Total Current Assets | $32,558 | ||
| Fixed Assets | |||
| Building | $466,455 | ||
| Land (including new lot) | $144,400 | ||
| Total Fixed Assets | $610,855 | ||
| Total Other Assets - NH Community Loan Fund | $21,550 | ||
| TOTAL ASSETS | $664,963 | ||
| LIABILITIES & EQUITY | |||
| Liabilities | |||
| Current Liabilities | |||
| Accounts Payable | |||
| Accounts Payable | $0 | ||
| Total Accounts Payable | $0 | ||
| Other Current Liabilities | |||
| Building & Grounds Fund | $485 | ||
| Friendly Assistance Fund | $1,000 | ||
| Operating Reserve | $3,000 | ||
| Solar Grant Funds | $1,209 | ||
| Special Projects | |||
| AFSC-NH | $200 | ||
| Christine / Kakamega Care Centre | $1,211 | ||
| Social Justice Fund | $897 | ||
| Total Special Projects | $2,308 | ||
| Total Other Current Liabilities | $8,002 | ||
| Total Current Liabilities | $8,002 | ||
| Long-term Liabilities | |||
| Mortgage Loan 1 | $18,920 | ||
| Replacement Reserve | $40,269 | ||
| Total Long-term Liabilities | $59,188 | ||
| Total Liabilities | $67,190 | ||
| Equity | |||
| General Fund Balance | $549,811 | ||
| Unrestricted Net Assets | $45,963 | ||
| Net Income | $2,050 | ||
| Total Equity | $597,823 | ||
| TOTAL LIABILITIES & EQUITY | $665,013 |
NB. The Balance Sheet was created with two decimal points, which were removed for readability, the cents being unimportant to the overall understanding. This can have the effect of throwing off any given sum by a dollar due to compounded rounding.
Do we have the resources to support our obligations? YES
Variable Assets Less Current Liabilities and Replacement Reserve = $3,787
| + Total Current Assets | $32,558 | |
| + Total NHCLF Loans | $21,550 | |
| Total Available Assets | $54,108 | |
| - Total Current Liabilities | ($8,002) | |
| - Replacement Reserve | ($40,269) | |
| - YTD Net Income | ($2,050) | |
| ($50,321) | ||
|
= Net Unrestricted Funds: (if projected budget is achieved) |
$3,787 |
Ministry and Counsel Report for March 2020
- Thank you to Mark for facilitating another series of Quaker Basics.
- The edited version of State of Society is approved by Ministry and Counsel for Meeting approval. Approval required.
- M&C recommended we continue our work on anti-racism with James McKim. The first meeting was well-attended and impactful. We would like to do a second fourth Sunday in March and then spend time discussing a way forward with him. We ask that the fee he has asked for each session be taken from the Social Justice Fund. We ask for another $100 to pay for additional consultation time. Total amount requested: $400.
M&C wonders if the Meeting is interested in having a full day or weekend retreat, possibly in the fall. This could be themed around racial reconciliation or other topics. If there is interest we will start looking at planning.
Property Committee Notes
Meeting date: March 3, 2020 (notes received March 10, 2020)
Present: Jennifer (JJ) S, Chris H, Greg H, Michael E, Lucy N joined us in progress.
COVID-19. M&C asked us to think about COVID-19. There were a variety of opinions on the matter in the recent M&C meeting. There was a specific suggestion that disinfectant wipes be used on key surfaces as part of the opening procedure. We concluded that additional cleaning procedures are not necessary at this time as they are not being recommended by public health officials. Since opening of Meeting is an M&C responsibility they can do what they wish in this regard. The Committee believes how the Meeting responds to the spreading virus goes well beyond what we see as our committee’s ability to respond and may well be an item for the Meeting as a whole to consider. Should there be an ad hoc committee of medical professionals or others who are paying attention to changing circumstances and empowered to provide instruction to the rest of us? We could envision such instructions ranging all the way from suggesting to attendees that we not shake hands up to telling us not to shake or hold hands … or even to calling off Sunday meeting. Other possible actions they might take could be suggesting people stay home if they have any cold symptoms, placing signage, writing advices for the emailed announcements or for the Clerk to read at the rise of meeting.
Land. We understand that the price for the land across the street has come down to $50,000 from the mid–$70s. Lucy feels that is a great price and believes the opportunity to acquire the property will be gone soon. She is very interested in having the Meeting own the property feeling it is important to keep that land quiet and peaceful rather than commercial. Further, It could serve as a cemetery or memorial ground. When the matter was first brought to the Meeting it did not move forward. Is it time to revisit the issue? Property Committee suggests that it would become involved at such time as the Meeting made a decision to move ahead to attempt to purchase the lot. In the meantime we recommend that the issue come back to Meeting for Business with the thought that interested parties could form an ad hoc committee to look into the matter, express its vision, and offer ways to move forward.
Sound in the Fellowship Room. Heidi has offered to lead a quilt-making process to hang quilts in the Fellowship Room. Chris also suggests acoustic tiles on the walls and/or ceiling can help improve the sound quality in the Fellowship Room. The committee remembers and that Elaine Bello has experience in this area and offered to help last fall when the matter was discussed. As it has turned out, the sound engineer Greg knows cannot provide on-site consultation which we feel is necessary. Chris volunteered to reach out to Elaine to see if she is presently able to offer some guidance and recommendations. He will communicate with the rest of the committee via email so we can move this ahead expeditiously. The Property Committee notes that what happens to the appearance of the Worship Room under the guidance of M&C. If they would like Elaine’s help for sound improvement in the Worship Room, they should reach out to Chris, and they should plan to work with Elaine to evaluate options. The Property Committee has understood the Meeting to be satisfied with its response to difficulty hearing speakers in the Worship Room; that is to say, use of the sound system, consistent practices for its use, and regular reminders that speakers enunciate loudly and clearly.
Replacement Costs. We reported on many of the items on our list in order to give the Finance Committee a justification for our annual budget for the Replacement Reserve and to help the Meeting be ready for such expenditures and the associated choices.
- Flooring: Michael reported cork floor replacement (material and labor) $9.50/sq.ft. 25-year life span, $9,044. Marmoleum flooring at $5/sq.ft. 25-year life, $5,875.
- Septic system: Greg still to explore. When last pumped, the worker said we could go 10 years until the next pumping.
- Pressure tank: Chris, $200 plus plumber, Lifespan?
- Well: Submersible pump, Chris, installed would be around $2,000, 40-year life. (Chris suggested we consider a whole-building surge protector for about $2,000; he will look into it and see whether it would help with lightning strikes which can knock out a pump.)
- Roof: Jennifer is working on this.
- Windows: Greg got two different prices. The current double-pane windows are fiberglass, which last longer than other materials. A&B Lumber gave an estimate of $13,742 for equivalent – all fiberglass inside and out – no wood (not installed). For triple-pane, $23,500 with wood inside and vinyl clad exterior. Lifespan of the current windows is 30 years. The Committee feels we should focus on replacement reserves for the double-pane windows only.
- Chairs: Greg will look into replacements, using the same model, with Souder Worship Furniture.
- Driveway: Michael found a source that said the lifespan of asphalt is 25 years. We used Young’s to do the paving.
- Heating: Chris found a price of $19,500 for a replacement pellet boiler from Maine Energy Systems, installed with new valves, etc. Lifespan: 25 years. Jennifer suggested we consider air-to-air or in-ground heat pumps as well. Chris will price a geothermal system. Geothermal company can look up our well depth easily on the DES website. Greg will look into air-to-air heat pumps.
- Generator: The Committee discussed the possibility of purchasing a generator; JJ will look into this and talk with Heidi about refurbishing hers.
- Painting: Greg is looking into this.
- Air exchanger: Chris says it will last 20 years. Chris says we should use $800 for installed replacement.
- Dumpster: We don’t need pricing. Contractor would figure into their cost.
Unfinished business will be reported by email so we can complete this task.
Budget. Greg passed out copies of the present year actual/budget comparison. We are satisfied that the existing budget will be appropriate to recommend for next year.
