Board Update #2: Space Exploration

We’ve been a busy Board already this year! Because we have so much to share, we are offering it in three parts, this is the second of these (you can find the first here). This one provides an update on our space task force. 

As you have likely experienced and heard, our church has grown quite a bit in the last decade, and especially in the last couple of years – which is why we are looking at our space needs for the future. The Board believes our current campus cannot be adequately expanded to meet our (and Fort Collins’) anticipated growth. We discussed space at our informational forum a few weeks ago, where we had 55 people attending. We got lots of great comments in person and on sticky notes. We have conducted two additional meetings with 16 people participating.

The main question we’re hearing so far is about the process – how and when it’ll all happen. It’s a great question and we have broad answers to it right now. We are in step 1 of probably 50 steps. We wanted to bring the whole congregation into the conversation as early as possible. We wanted to hear your thoughts and concerns, as well as your hopes and dreams.  Our next step is to hire a programming consultant to

  1. Help us understand how much space we need and what kinds of space we need given our programming;
  2. Give us a second opinion about our current campus and if there is a possibility we could adequately expand here; and
  3. Help us figure out what to look for or build in a different place.

The Space Committee has already interviewed and checked references on several professional firms that do this work. The church will be hiring someone shortly. There will be opportunities for you to participate in this step – so we hope that you will keep an eye out for announcements.

All of the steps in this process will be thoughtful and deliberate, and will probably take three to five years, which will look generally like this:

  • Year 1 (Fall 2017 -Summer 2018)….This year we will figure out what we need and develop some more specific plans.
  • Year 2 (Fall 2018 – Summer 2019/20)…..Next year, we will figure out how much it will cost and how to pay for it.  This could take 1-2 years.
  • Year 3/4 (Fall 2019/20 – Summer 2020/21) The third year, we will remodel, renovate or build and take care of the other logistics around moving. This too might take slightly longer, depending on all the decision points along the way.

Do we know exactly how many steps there are actually going to be? Not really, but we wanted to give you the general sketch. We also wanted you to know that the congregation will be involved all along the way. That’s why we brought you in early!

We on the Board are always happy to hear from you. We are all going to figure this out together.

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Summary of Congregational Forum

From the Board Engagement Committee – Ed Beers and Sara Edwards

We had a great Congregational Forum last Sunday, October 15th. We had over 50 people attend as the Board gave an update of their activities and plans. This included reports from the newly established Board Committees – Personnel, Finance, Governance, Board Engagement and Space.  This began with an overview on our new Governance structure, which can be found here.

The Space Committee had the greatest interest from the attendees and many positive comments and ideas were mentioned.  The presentation and handout included data supporting the Board’s belief that, in order to live up to our mission, we need to start planning for a move to a new location.

The presentation was the beginning of a dialogue and engagement effort with the Congregation on dealing with the space issue. Follow-up dialogue sessions are planned for Monday, October 23 at 7 PM in the Triple RE room and Thursday, November 2 at 7 PM in the Triple RE room. Sign up here to attend one or both of these meetings.

Brief updates from the Board Personnel Committee, Finance Committee, Governance Committee and the Board Engagement Committee were also provided.  As you can see from Governance presentation, the management and operations of Personnel and Finance have been delegated to the Ministry with the Board Committee functioning in an oversight role.  One major recent development of the Personnel Ministry Team (as instructed by the Board Care for Staff policies) is the creation of a fully updated Employee Handbook, which can be found here.  The Board Governance Committee will monitor the Board Policy Book and will be the resource for adding or changing policy.

The Board Engagement Committee is charged with ensuring more and improved Board engagement and communication with the Congregation. Three Big Questions (Future Oriented Questions) have been developed by the Board to facilitate discussions and input. The input gained from these conversations will enable the Board to develop a Vision of Shared Ministry – a list of goals for the coming year and beyond.  Look for more information on this coming to your (snail) mail box soon!

This Vision will be the result of a process of gathering and distilling ideas from a wide range of individuals and constituencies within the congregation – and it will be an iterative process that will likely roll easily from one year into the next. In all cases, it will get to the heart of who we are and where we are going. There will be numerous opportunities for you to participate and provide your input.

Keep in touch with our Leadership Blog and we will be providing more detail on these initiatives and all the work of the Board over the next several months.  Also if you ever want or need to access any of the documents related to Board work, you can follow this link for our archive.

 

Seeking Board Committee Members

As a follow up to this post from the Board of Trustees, the Board is looking for a few additional members to join their newly formed committees:

  • Governance Committee – the committee charged with editing and drafting of policies, and drafting of new policies to be brought to the full Board
  • Finance Committee – the committee responsible for auditing the church’s compliance with financial policy
  • Space Task Force – the committee responsible for leading the conversation around our building and our space needs
  • Personnel Committee – the committee responsible for auditing the church’s compliance with personnel policies

Each of these need at least one additional person beyond Board members.  We have begun recruiting for these positions, and wanted to make sure that anyone who may be interested had a chance to express that interest.  If you want to learn more and see if your gifts may be a fit for these teams, send an email to theboard@foothillsuu.org before September 30th.

Our 3rd Service Experiment: The results are in…

In February, we began our “3rd Service Experiment,” with an intent of trying out three Sunday morning services for 13 Sundays – through April.  The Board charged the staff team with moving forward with this experiment in December because they realized that 2 services could not accommodate the numbers of people who wanted to worship with us on Sunday morning.
Our goal for the three services was to learn as much as we could about what it would take to sustain 3 Sunday services (how hard would it be?!), how people would react to an earlier (or later) service, and whether or not it would indeed accomplish the goal of serving more people.
In the past few weeks, our Committee on Shared Ministry (Glenn Pearson, Margie Wagner, Sally Harris, Anne Hall, Sue Sullivan and Ward Sutton) have held a few feedback circles with various groups to help gather up some of this information we hoped to learn. These have provided us critical information as we begin to look ahead to the next steps for our worship services this summer and beyond.
If you weren’t able to attend one of these circles, I hope you will fill out this short survey about YOUR experience and lessons from the 3rd Service Experiment (By the end of April, please!).
We have two big pieces of news resulting from our lessons learned and our feedback so far.
First – much to our surprise – is that, instead of asking us to hurry up and be done with the three services – there is a shared desire to extend the three services through May 21st when our regular religious education classes will conclude. Anything sooner would disrupt our classes and our teachers too much.  Also, as a staff team, we have realized that a third service isn’t that hard – we actually like it! We like that it means more space for all who come, and that we can indeed serve more people.
Which brings us to the second insight – which is that for the period of February through this past Sunday, we are consistently serving nearly 40% more people than we did this time in any prior year.  Instead of seeing attendance plateau at our seating capacity, and then drop back down, it’s remaining steady, and growing.  Whereas previously we would see 200-300 adults on a Sunday, we are now routinely seeing between 350 and 450.  There are probably multiple reasons for this, but we can say with confidence that we are accommodating more people on Sunday morning, which was the goal.
Also, for the summer time, based on last year’s numbers we know that we need to have 2 services instead of 1. The summer time seems like an ideal time to offer our 8:00 service.
All of this means that, starting on Memorial Weekend and running through Labor Day, we’ll hold services at 8:00 and 9:30, with an extended fabulous social hour/community fun time at 10:30.
After Labor Day we will return to three services – and the times for these will be sorted out based on your feedback in the survey as well as through other efforts to collect feedback.
Thank you so much for your willingness to try out this experiment, and for making space for all who want to gather with us on Sundays. I know it has sometimes meant stepping out of your comfort zone, missing out on seeing some of your usual friends on Sundays, and changing around your routines.  Thank you for keeping your senses of humor in tact and for learning along with us so that we can keep serving our mission in these times when our church and our values are so needed, by so many.  33682878575_f8987089f2_k.jpg

The Future of Our Rummage Sale

The Foothills Rummage Sale has been a cornerstone of both our community-building and fundraising efforts over the past three decades.  The amount of time and care that so many have given on behalf of the Rummage Sale is truly mind-boggling.  This time and care has in turn resulted in up to $25,000 (at its peak so far) in funds to support our mission and vision in a given year.  Along the way, the Rummage Sale has been a great way for people to get to know each other and to build friendships that last far beyond the few weeks of the sale.  It’s also been a great way to serve our community, offering low-cost good-quality goods right as the school year returns and many are searching out bargains.

Over these same years, however, many changes have been happening both in the church and in Fort Collins.  In both, the population has grown exponentially.  Within Fort Collins, this population increase has meant that there are now multiple second-hand stores that are open throughout the year, so that our offering isn’t quite as value-added as it used to be. This is a relatively minor consideration, however, as we look at some of the other changes that have occurred….

Within our own community, our growth has meant that space is almost always tight – and as we have moved to a year-round schedule, while the summer is slightly less crowded, it is still often full throughout the week with programs and meetings.  Each year, as our community has grown, so have the donations (thank you!), and so the need for space and volunteers have also grown.  While we ask everyone to pre-sort their goods, we ultimately have more stuff than we have usable space, and this is frustrating for everyone.

Speaking of that usable space, as religious education classes for children and youth are active and well-attended throughout the whole year, the space available in the Classroom Building is less than it has been previously, and even when it is available, it is able to sustain a much lower impact as it needs to be reset to accommodate children and/or youth every Sunday – so clean up is very stressful.  (To help with this, we have experimented with moving the dates earlier in the summer, but this has resulted in fewer volunteers available due to vacations…we’ve wondered if moving to June would be better…?)

Also, over these years our leadership has prioritized holding worship every Sunday as central to our mission. This was especially made possible by the addition of a second minister in 2012.  Although we attempted to hold these services outdoors, our growing population and value to ensure the space is accessible to all made this not a viable alternative, and so this resulted in the sanctuary no longer being a place for the rummage sale to be held on Sundays.

The various space constraints are also made more challenging by a dwindling volunteer population resulting from two main factors.  First, our longtime volunteers are – much to their chagrin – aging.  They no longer can or want to volunteer in the same physically demanding ways that they have in the past.  Many have stepped down entirely while others have simply scaled back.  The vacancies left by these changes, however, have not been sufficiently filled by a new volunteer base – particularly in terms of taking management and leadership level responsibility.

Younger people today are often overly busy with two-career households and caring for both children and aging parents.  Free time is down – nationwide.  What free time people do have, they prioritize more direct-service, high-impact, and often short-term volunteer roles – for example, we have no problem filling our 25 twice-a-month Food Bank @ Foothills roles – we actually have more interest than we have volunteer slots – and these are all direct-service, high-impact and short-term roles.

This volunteer shortage means that the community and friendship building aspects of the sale just aren’t as great as they were in the past – because it’s more stressful to do so much work without enough people to do that work.  Also with the space constraints, the sale is spread out across more of our campus, meaning volunteers often work on their own – which may be good for some seeking solitude!  – but isn’t conducive to the laughter and fun times that many of us remember.

All of this – the population growth, the space constraints, and the changes in volunteering – lead us to wondering if and how we can continue our Rummage Sale in the next year – and beyond.  We need new leaders to emerge if we are going to be able to continue – leaders who will look at these challenges and find new and creative solutions, and leaders who are willing to take on a management level role.  We believe we will need at least four such leaders to step forward by February 15th if we are going to hold a Rummage Sale this year.

We hope all those who care about the Rummage Sale and who are willing to consider being one of these new leaders will come to a Rummage Sale meeting on Sunday January 22nd at 10:10 in the Sanctuary.  If you have questions before then, please be in touch with Pam Stevens (970-225-1223, pamelahope@aol.com) or Ben Manvel (970-484-3249, bmanvel@gmail.com), longtime dedicated leaders for the Rummage Sale.  So much good has happened as a result of this incredible effort, and now’s the time for us to work out the next good steps, whatever those will be.

Come one, come all!

By Erin Hottenstein, President, Board of Trustees

Come one, come all! This is a two-part theme for this update from your Board of Trustees. First, it is an invitation to our upcoming congregational forum on Wednesday, January 18, at 6 p.m. and an official congregational meeting on Sunday, January 29, at 10:15 a.m. More on these in a moment.

Second, I believe “come one, come all” is also a great welcoming approach for Foothills Unitarian Church to live into right now. As Fort Collins is growing, so are we. We have been seeing and continue to see many lovely new faces. It is an exciting time and calls upon us to respond in a conscious way. We are an open and accepting community that encourages spiritual growth (3rd principle!) – yet it can be a challenge some Sundays when we have a lack of seats. So, how can we widen our circle?

One way (and maybe you’ve already heard) is that we will have a 12-week experiment of three Sunday services instead of two. The times of the three services will be 8:00 a.m., 9:30 a.m. and 11:30 a.m. We will need 50-100 people from each service to shift to a different service during the experiment and we hope that you will consider responding in this way. Think of it as a new spiritual practice in welcoming that you could take on for February, March and April.

Another way we are responding is that the Board of Trustees has made it a priority this year to dialogue with the congregation about our physical space. We have already heard lots of comments and conversations on this topic – how could we not? – but now that we are through the interim period and we have launched a new ministry, we believe that it is time to bring these questions to the fore. Stay tuned for opportunities to meet with us and share your insights.

Speaking of meetings, there are some coming up that I would like to highlight. On Wednesday, January 18, at 6 p.m., the Board will host an informational forum. We hold these sessions several times a year to keep you updated on work happening behind-the-scenes here at Foothills. We thought we would try a mid-week forum to reach more people. You will be able to hear reports on finances, membership and the Governance Task Force.

By the way, in case you can’t make it, the Governance Task Force and the Board have been hard at work. Over the last couple of years, the Board realized that our church had in place organizational structures that we have outgrown. The Board decided that it was important to our future success to improve these organizational structures, and so we charged the Governance Task Force to lead the change.

What does this mean for you? Well, one change that the Board has endorsed reducing the size of the Board from 11 down to 7. At the same time, the Board supported the idea of lengthening Board terms from two years to three years. We hope this will have several benefits. We think this will make the Board more nimble – I just read a newspaper article about how seven is a great number of people to ensure effective and efficient meetings. (You can find it on our Board of Trustees bulletin board in the social hall.) We also believe that lengthening the Board terms will result in a good balance between fresh ideas and maintaining institutional knowledge. Many previous Board members have said that they were just getting in the swing of things when their two-year term ended. Please, join us on January 18 to hear more about the work of the Board and the Governance Task Force.

Lastly, you may have heard either in church or on another blog post that we have the great honor of ordaining our Assistant Minister Sean Neil-Barron. This is a rare event in the life of our church. Bestowing this honor requires an official vote at an official congregational meeting. Therefore, we have called a special congregational meeting for Sunday, January 29, at 10:15 a.m. Only members who have signed the book at least 30 days in advance may vote. To learn more about the process, watch this blog or The Extra for special sessions the Committee on Shared Ministry is holding to answer any questions you may have.

So, mark your calendars, and come one, come all.

The space for courageous love

Check out the video above for the video version of this blog – or if you prefer, read the text below…or both! 

You may have noticed that we are often at our capacity on Sunday – these past few weeks, even more so.

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Look at how full that sanctuary is! 

Recently, we reviewed our worship attendance data for the last 8 years, and we realized, that we’ve been at capacity pretty much that whole time.  We’ve flirted consistently with 80% of capacity, to be specific – sometimes above, sometimes below – but never really staying above for too long.  This is important, because studies show that once you hit 80% of capacity, your attendance flatlines because people get a subconscious message that there isn’t enough room for them.  And that’s exactly what our data shows.

Even before the election, we were pondering what to do about this.  But with the results of the election and the many big questions before us, it is even more urgent that we ensure that we are making space for all who may be needing a religious community grounded in the practices of courageous love.  The data shows, capacity is the driver – and so our question is: how do we increase capacity?

With all this in mind, the Board has asked the staff team to explore a “3rd Service Experiment” beginning around February and continuing through April – during which we could figure out what it would take to maintain 3 services over the longer run, if it’s possible, and what will work best.

We know that this will require some discomfort on all of our parts – but as I said in a prior blog post – unleashing courageous love does not mean being comfortable, but only the safe place in which we can manage discomfort, together. So our hope is that we can learn together, grow together, stumble together, offer each other grace – all of which will allow us to truly unleash the big huge love that exists within us and among us.  We need this, the world needs it – now more than ever.

I’ll keep you updated as our staff and lay teams for worship and religious exploration start to figure out the details.  For now, I am so grateful for your partnership at this time, grateful to be learning with you, wrestling with these big questions together, and unleashing courageous love, together.

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This photo is from our gathering at the Islamic center last year….A year later, there are even more souls who are hungry to gather in light and love – how will we make space for all who seek to join together on this journey – the space for the greatest impact for courageous love to be unleashed?