Strategic Planning: Making Our Vision Into Our Story

1
Strategic PlanningMaking Our Vision Into Our
Story
Roadmap Options November 2009
2
Roadmap Overview

• The second part of our charge was to develop a
  five-year strategic plan that defines a course of
  action to
• provide programs, staff, facilities, and budget
  that support progression toward achievement of
  our strategies.
• In this roadmap, we present our recommendations
  as two options based on projected financial
  resources
• Use Restricted Capital Funds
• In this option, the existing restricted
  capital funds are repurposed with a focus on
  creating sustainable finances, bringing our
  campus to good condition and providing for an
  earlier opportunity to increase administrative
  and custodial staff. For example, the existing
  restricted funds of approximately 300,000 could
  be repurposed as follows (based on estimates
  only)
• Retire operating loans from the capital
  restricted fund 82,000
• Fund an Intern for sabbatical coverage
  12,000
• Fund a 3-month operating reserve (for cash flow
  and emergencies) 125,000
• Complete backlogged maintenance to bring campus
  to good condition 50,000
• Complete renovations for social space shared
  w/CCC, sanctuary expansion sound system
  30,000
• 
  299,000
• We have canvassed a sampling of restricted
  capital fund donors who have provided positive
  responses to this approach. If the board agrees
  this is the desired option, we recommend they
  contact as many donors as possible and proceed
  with a congregational vote.
• Use Operating Funds
• In this option, the existing recommendations
  are represented on the timeline when funding
  might be available based on projections for
  operating fund growth. Based on the existing
  state of the economy, our approach is
  conservative and assumes that additional funds
  will only cover basic increases in expenses
  (example increased health care costs and
  unscheduled maintenance) until FY 2011-2012. Any
  unexpected expenses will continue to result in
  additional loans from the restricted capital
  funds.

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Roadmap Option Use Restricted Capital Funds

Create Governance Task
Force
Update Committee Governance
1
2
Provide On-going Committee Chair Training
3
Create Volunteer Coordination Team
4
Provide Coordination to Invite, Empower and
Recognize Volunteers
5
Create Anti- Racist Multicultural Task
Force
6
Evolve toward being a Fully Functioning
Antiracist Multicultural Institution
7
Create Flourishing Families Task
Force
Provide Programming to Support Families and
Relationships
8
9
Add Childrens Fellowship, Childrens Non-Choral
music and Young Adult Fellowship
10
Create Unified Calendar
Create Communications Task Force
11
12
Update Communications to Meet our Changing Needs
13
Strategic Planning
Review / Revise Strategies
Create Campus Care Team
Bring Campus To Good Condition
15
14
Maintain Campus Care
16
Establish Sustainable Finances Plan
Fund Preventive Unscheduled Maintenance
18
17
Maintain Operating Reserve
19
Hire Intern Minister
Maintain Competitive Staff Salaries and Benefits
21
20
Increase Administrative Custodial staff
Hire Volunteer Coordinator
22
23
Move Social Hall to Classrooms
24
Conduct Preliminary Capital Assessment
Select Architectural Approach
Initiate Capital Fund Drive
26
27
28
Enlarge Sanctuary (to include
current social area)
Organize Archives
29
25
With Growth
With Current Budget
FY 2009-2010
FY 2010-2011
FY 2011-2012
FY 2012-2013
FY 2013-2014
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Roadmap Option Use Operating Funds

Create Governance Task
Force
Update Committee Governance
1
2
Provide On-going Committee Chair Training
3
Create Volunteer Coordination Team
4
Provide Coordination to Invite, Empower and
Recognize Volunteers
5
Create Anti- Racist Multicultural Task
Force
6
Evolve toward being a Fully Functioning
Antiracist Multicultural Institution
7
Create Flourishing Families Task
Force
Provide Programming to Support Families and
Relationships
8
9
Add Childrens Fellowship, Childrens Non-Choral
music and Young Adult Fellowship
10
Create Unified Calendar
Create Communications Task Force
11
12
Update Communications to Meet our Changing Needs
13
Strategic Planning
Review / Revise Strategies
Create Campus Care Team
15
Maintain Campus Care
16
Establish Sustainable Finances Plan
Fund Preven- tive Unscheduled
Maintenance
Maintain Operating
Reserve
Bring Campus to
Good Condition
19
14
18
17
Hire Intern Minister
Maintain Competitive Staff Salaries and Benefits
21
20
Increase Administrative Custodial staff
22
Move Social Hall to Classrooms
24
Conduct Operating Reserve Drive
Conduct Preliminary Capital Assessment
30
26
Enlarge Sanctuary (to include
current social area)
Organize Archives
29
25
With Growth
With Current Budget
FY 2009-2010
FY 2010-2011
FY 2011-2012
FY 2012-2013
FY 2013-2014
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Option Comparison

Option Use Restricted Capital Funds Repurposes
restricted capital funds with a focus on creating
sustainable finances, bringing our campus to
good condition and providing for an earlier
opportunity to increase administrative and
custodial staff.
Bring Campus To Good Condition
Fund Preventive Unscheduled Maintenance
14
18
Maintain Operating Reserve
19
Increase Administrative Custodial staff
Hire Volunteer Coordinator
22
23
Conduct Preliminary Capital Assessment
Select Architectural Approach
Initiate Capital Fund Drive
26
27
28
Option Use Operating Funds - Retains restricted
funds for the original purpose. The result is a
longer timeline projection for maintenance and
bringing the campus to good condition. It also
results in a more gradual increase in
administrative and custodial staff, and a longer
timeline horizon projected for a capital
campaign.
Fund Preven- tive Unscheduled
Maintenance
Maintain Operating
Reserve
Bring Campus to
Good Condition
19
14
18
Increase Administrative Custodial staff
22
Conduct Operating Reserve Drive
Conduct Preliminary Capital Assessment
30
26
FY 2009-2010
FY 2010-2011
FY 2011-2012
FY 2012-2013
FY 2013-2014
Comparison is limited to the recommendations
that occur in a different timeline for the two
options. All others remain the same.
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Roadmap Recommendations Descriptions
Action Action Description
1 Create Governance Task Force Create a Board Task Force to document and publish leadership roles and responsibilities, update governance policies and procedures, review committee charges, and provide direction to committees to create/update policies and procedures. Governance changes should include formalizing staff leadership on the Program Council and assignment of a staff liaison to each committee cluster.
2 Update Committee Governance Each committee to review and update roles, responsibilities, policies, procedures and the related documentation. For the operations group, this should include defining governance for space use and building systems. For Finance, this should include establishing governance for spending priorities.
3 Provide On-going Committee Chair Training Formalize Committee Chair training as part of the work of the Leadership Development Team. Provide training to each committee chair that includes 1) review of the committee charge, governance, roles and responsibilities 2) tools for effective communication with committee members and the congregation 3) review of congregational feedback from strategic planning for their cluster, 4) development of skills to invite, empower and recognize volunteers and 5) development of leadership skills.
4 Create Volunteer Coordination Team Create a new volunteer team reporting to the Program Council that functions as a volunteer clearing house helping church leaders who need volunteers invite people who may have interest, helping individuals seeking volunteer opportunities to identify their choices, communicating about how to volunteer and providing recognition to our volunteers.
5 Provide Coordination to Invite, Empower and Recognize Volunteers This is the ongoing work of the Volunteer Coordination Team and supported by church leaders
6 Create Anti-Racist Multicultural Task Force Create a Board Task Force to assess how FUUN can evolve toward being a fully functioning Antiracist Multicultural Institution. Initiate activities by providing training to the Task Force and staff.
7 Evolve toward being a fully functioning Anti-Racist Multicultural institution This is the ongoing work that based on the action plan established by the Anti-Racist Multicultural Task Force
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Roadmap Recommendations Descriptions
Action Action Description
8 Create Flourishing Families Task Force Create a Board Task Force to initiate activities that support families and relationships
9 Provide programming to support families and relationships This is the ongoing work that based on the action plan established by the Flourishing Families Task Force
10 Add Childrens Fellowship, Childrens Non-Choral Music and Young Adult Fellowship Increase fellowship opportunities with particular attention to childrens fellowship and Young adult fellowship. Increase music offerings to include non-choral music for children (which may be part of the music program or childrens fellowship)
11 Create Unified Calendar Provide an easily accessible and current unified calendar of all church activities, including times, locations and contact information that is available on-line
12 Create Communications Task Force Create a board task force to work with the Communications Committee, Program Council, Leadership Development and Staff to respond to our changing communication needs. This work is intended to focus on the user experience and the effectiveness of our communication. It could include (but is not limited to) exploration of our communication channels, needs by constituent group, content effectiveness, accessibility, leadership development needs, and leadership support needs
13 Update Communications to Meet Our Changing Needs This is the ongoing work that based on the action plan established by the Communications Task Force
14 Bring Campus To Good Condition Complete backlogged maintenance to repair and clean church facilities. This should include repair/replacement of the parking lot, upgrading the sanctuary sound system, installing directional signage, and furnishing the archive room.
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Roadmap Recommendations Descriptions
Action Action Description
15 Create Campus Care Team Add a sub-committee to Operations focused on creating and facilitating a new program to more fully engage volunteers in campus care both as individuals and through events that include fellowship opportunities. Campus care will be responsible to define cleanliness standards, assign ownership of spaces to the appropriate group/individuals to maintain those standards, manage aesthetics, and organize campus care events
16 Maintain Campus Care This is the ongoing work that based on the action plan established by the Campus Care Team
17 Establish Sustainable Finances Finance to define a plan that will allow the church to maintain competitive salary and benefits, fund preventative and unscheduled maintenance, payoff restricted fund debt, maintain a balanced budget and maintain an operating reserve of 3 - 6 months of operating expenses. This plan should be accompanied by policies that clearly define how unscheduled expenditures will be evaluated and prioritized.
18 Fund Preventive Unscheduled Maintenance Finance to include budget for preventive maintenance where it is likely to reduce future unscheduled maintenance, adequate amounts of unscheduled maintenance based on historical funding needs, and adequate funding for projected capital expenditures (e.g. new HVAC, roof, etc.)
19 Maintain Operating Reserve Finance to create and maintain a reserve of 3 6 months of operating expenses. This includes establishing policies for replenishing the reserve if it is used to cover cash flow needs or unscheduled expenses. (Note In the Capital Funds option, the repurposed funding will include reduction/elimination of all loans from the restricted capital fund. In the Operating Funds option, loans will continue to be repaid based on a defined payment schedule.
20 Hire Intern Minister Hire an Intern Minister to cover for the Senior Ministers sabbatical
21 Maintain Competitive Staff Salaries and Benefits Maintain salary and benefits consistent with UU guidelines
22 Increase Administrative Custodial Staff Increase Administration and Custodial Staff in equal amounts until the recommended staff level is reached. This is the first priority when additional funding becomes available. (Note Funding must first meet the requirements to maintain competitive staff salaries and benefits, fund preventative and unscheduled maintenance and maintain an operating reserve before it is defined as available additional funding)
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Roadmap Recommendations Descriptions
Action Action Description
23 Hire Volunteer Coordinator Hire a volunteer coordinator to provide staff support in managing volunteers and to coordinate with the Volunteer Coordination Team
24 Move Social Hall to Classrooms Provide a new social area in the main building classrooms. This will require Board-to-Board discussions to share space with CCC, removal of an internal wall, and redesign of how supplies are stored. Use the social area (or alternative prior to creation of a social area) as a choir lounge for 2nd service
25 Enlarge Sanctuary (to include existing social area) Expand seating in the main sanctuary to include the existing social area
26 Conduct Preliminary Capital Assessment Conduct a preliminary capital assessment as part of an overall plan to develop a holistic facilities footprint that addresses space needs at our projected maximum size (33 growth)
27 Select Architectural Approach Provide architects with space needs as defined by the Strategic Planning Team and information on current structures. Review and select architectural options for a phased building expansion that will provide a holistic facilities footprint that addresses space needs at our projected maximum size (33 growth)
28 Conduct Capital Fund Drive Conduct a capital fund drive for expansion of our facilities based on the holistic facilities footprint. (Note This task should be delayed until it is deemed to be feasible based on the preliminary capital assessment)
29 Organize Archives Organize the church archives and provide on-line access (if practical)
30 Conduct Operating Reserve Drive Conduct a fund drive to create an operating reserve as a foundation for sustainable finances