Minutes of Committee Meetings: July 24 2000 | August 21 2000 | September 25 2000 | October 16 2000 | November 20 2000 | January 9th 2001 | May 15 2001

Holiday Season Fruit Cake Recipe

Here is a family secret recipe for holiday fruit cake. It's great; You'll need the following:

Sample the whiskey to check for quality. Take a large bowl. Check the whiskey again to be sure it's of the highest quality. Pour one level cup and drink. Repeat. Turn on the electric mixer. Beat one cup of butter in a large fluffy bowl. Add one teaspoon of sugar and beat again. Make sure the whiskey is still OK. Cry another tup. Turn off the mixer. Beat two leggs to the bowl and chuck in the cup of dried fruit. Mix on the turner. If the fired fruit gets stuck in the beaterers, pry it loose with a drewscriver. Sample the whiskey to check for tonsisiticiy. Next, sift 2 cups salt or something. Who cares? Check the whiskey. Now, sift the lemon juice and strain your nuts. Add one table spoon of sugar or something, whatever you can find. Grease the oven. Turn the cake tin to 350 degrees. Don't forget to beat off the turner. Throw the bowl out of the window. Check the whiskey again and go to bed. 

July 24 2000: Minutes of the Historic Organ Restoration Committee Meeting.

Minutes of the June 20 meeting were approved, with the following corrections: 2^nd line, date of meeting, change May 23 to June 20; add Joy Flemming’s e-mail address (joynmt@aol.com); correct spelling of Mr. Linnington’s first name (Darryl); also correct spelling of Mr. Bodeway’s name (Boadway).

Notes on the "Events" sub-committee meeting of June 26 were reviewed. (These had been distributed by e-mail as well as postal mail to
Luis.) Luis confirmed that there would be no musical event scheduled at Rivermead on November 5^th. Given the choice of simple, moderate or swanky for the November 5^th concert, the committee opted for swanky.

August 21 2000: Minutes of the Organ Restoration Fundraising Committee Meeting.

September 25 2000: Minutes of the Historic Organ Restoration Fundraising Committee Meeting.

October 16 2000: Minutes of the Historic Organ Restoration Fund Committee Meeting.

Present: Doug Copley, Arlene Dart, David & Joy Flemming, Mary Jean Long, Anne Magill, David Malcolm, Joanna Miller, Luis Molina, Robert Nace, and Anne & Ward Stoops.

The minutes of the September 25 Meeting were reviewed and approved, subject to the following corrections: The second sentence of the fourth paragraph should read "The text was written by Doug Copley and edited by Luis and David." The first two sentences of the next to last paragraph should read "Joanna recently heard trumpeter Dan Farina of the Heritage Brass Quintet when she played the organ at a wedding in the church… She talked with him, and he expressed an interest…"

Luis Molina showed how the brochure has evolved since the last meeting. The revised pledge form will be on a separate insert, printed on heavier stock; the third panel of the brochure will now feature the Levee. Martha Scott concurs. Anne Stoops moved that we approve the brochure in its present form, and Mary Jean Long seconded the motion. After some discussion about the correctness of "an historic organ", the motion passed unanimously.

Joy Fleming asked for help in getting cost estimates for printing 1,000 copies of the brochure, including the double-sided brochure itself, 334 inserts on heavier stock (3 abreast), mailing envelopes and return envelopes; all but the last on parchment stock. Joy will check Sterling, Anne Stoops will check Savron, Anne Magill will check Copies & More, and Mary Jean Long will check Sim’s. Based on these figures, Joy will make the final decision.

Luis Molina then opened the discussion of the pledge drive. The original plan was to go after advanced gifts in October, before the concert, but we’re stretched thin. He has accumulated several lists with 60 to 80 potential advanced givers; he and Doug Copley will try to shrink the numbers by combining some of the lists; 25 would be a more realistic number. Luis plans to solicit RiverMead and the Morison clan. It was pointed out that we already have several advanced gifts in the restoration fund. Robert Nace is prepared to make a public $1,000 donation at the concert. Pete Twitchell has volunteered to help, as have several members of the committee. Ideally each solicitor would have no more than 3 or 4 people. Luis suggested the need for a training session for solicitors, on Thursday the 26^th in the Johnson Room, at 10:00 a.m., come who can. We need to finish the advanced gifts campaign before the mass mailing goes out, a couple of weeks after the concert.

Joy Flemming hoped to have the concert mailing ready to go out the following morning, and has several volunteers to prepare the mailing. The press release is in the works, and will be ready by Friday. Robert Mason will distribute "back the tracker" bookmarks at the concert. David Flemming will get an announcement in the Cresset before the upcoming deadline. Joy is arranging for child care. The Alliance will take care of the reception. Robert Nace will announce a "generous check" without naming a specific amount. Ward Stoops will see if we can borrow Monadnock Chorus’s risers. Joanna will provide organ music for the 20 minutes preceding the concert. Mary Jean Long will find someone to decorate the church, possibly Anne Twitchell or Ginny Guidotti. Ward and Anne Stoops will sell and collect tickets. We will try to involve some young people to be ushers and to clean up afterwards; Merry Stockwell or Maria Belva may be able to assist. Doug Copley will give an introduction at the start of the concert. Marsha Morrow might be willing to cover the concert, and get some pictures in the Ledger. David Flemming will print the tickets, and board members are urged to sell them.

The next meeting of the committee is scheduled for Monday, November 20 at 7:30 p.m. This may turn into a work party, in preparation for the mass mailing.

Present: Doug Copley, Arlene Dart, David & Joy Flemming, Ginny Guidotti, Mary Jean Long, Anne Magill, David Malcolm, Joanna Miller, Luis Molina, Robert Nace, and Anne Stoops.

The minutes of the October 16 meeting were accepted as read by David Malcolm, who noted that almost everything planned at that meeting had taken place. Robert observed that the November 5^th concert is history, and was most successful. Luis thanked all that had contributed.

Joy was also pleased with the concert, and distributed a summary which included recommendations for future such events. She noted that ticket sales were loose, but worked out ok. We made over $800. Extra programs and bookmarks were distributed. Ginny pointed out that a recent Players concert cost $15, and we should have charged as much.

Luis then distributed a financial summary, which he reviewed (despite a lack of glasses). Phase One, the nearly complete advanced giving campaign, exceeded its goal, and is now closed (except for donors still in the pipeline). The figures should not be discussed until after the forthcoming mailing. There was discussion about what to do with the extra funds if we exceed the fundraising goal, but this will have to be reviewed with the Standing Committee.

David Malcolm pointed out the need for donor acknowledgements, showing the amount given, the date, and a "no goods or services" clause; he gave several samples to Doug. "Wink" Walker is looking into the requirements for donors of securities, including IRS form 8283. The need for reminders in the case of multi-year pledges was discussed; apparently the church office will handle this.

Phase Two, the mass mailing campaign (to all on the church list minus advance givers) will begin right after Thanksgiving, and end by December 15^th. In addition to the brochure and pledge card there will be a form letter from Luis and Doug, a sample of which was distributed. This includes a transcription of an 1866 letter regretting being unable to attend the Levee. David Flemming offered to transcribe the mailing list in order to personalize the letters; he also showed several sample letterheads to be used. A mailing party is scheduled for November 29^th at 9:30 a.m. in the Johnson Room.

Doug showed an organ pipe replica he made, with a coin slot at the top for the young people to contribute; several committee members enjoyed hearing their donated coins rattling down the pipe!

Joanna distributed information on the Heritage Brass Quintet, and will be in touch with them soon. There followed a general discussion of the next concert in the series that began on November 5^th: various performing groups, venues, and dates were suggested. March or April seems to be the best time. David Flemming pointed out that a well established and high caliber series would be good public relations for the church, and should bring in new members.

No committee meeting is planned for December, other than "on call" if the need arises. The next regular committee meeting is scheduled for Tuesday, January 9^th at 7:30 p.m. Note the change from Monday.

Present: Doug Copley, Arlene Dart, David Malcolm, Joanna Miller, Luis Molina, and Anne & Ward Stoops.

The reading of the minutes of the November 20 meeting was waived, as everyone present had received a copy; they were then unanimously accepted.

Although there are minor differences in the exact figures, there is consensus among Luis, Doug, and the church office that we are within one or two thousand dollars of our original goal of $165,500. Work is under way to resolve the discrepancies. There is some confusion regarding the status of the Organ Restoration Fund (formerly the Arlene Dart Organ Restoration Fund): is it a separate fund, part of the endowment, or a line item in the church’s operating account? Luis will check with Wink Walker, Peter Harrison, and Paul Leydon of Tucker Anthony to resolve this question. Of concern is how the interest will be allocated if our fund is combined with others. Another concern is whether there will be enough funding to cover "extras", such as transportation to and from the Andover shop, and restoration of the window behind the organ. Doug pointed out that the contract is with the church, not the committee, and so the Standing Committee would be responsible.

As for future plans, the next six months are already scheduled with activities. A 175^th anniversary Homecoming is planned for April, at which time a concert might be scheduled, but not as a fundraiser. Rather, any concert should be a service to the community. Such a concert should be planned by the Homecoming committee rather than by our committee, which has now achieved its fundraising goal; individual members of our committee would be free to work on a Homecoming concert. It was also pointed out that the church needs to be flexible in the next few months, in order to accommodate a potential ministerial candidate. Doug’s booklet, originally planned as a fundraising effort, will be useful during the actual restoration as a way of maintaining awareness.

Doug shared an e-mail message from David Flemming, who was unable to be at the meeting. He and Joy are in favor of continuing the concert series, and he suggested several performing groups. He is in favor of extending the fundraising goals so we can keep a maintenance fund available. He also proposed a "vote of confidence in Luis and yourself [Doug] for the tremendous and inspirational leadership you both have shown", which was passed unanimously!

The next meeting is planned for February 26^th at 7:30 p.m. – a return to Monday evening so the Flemmings will be able to attend.

Respectfully submitted,

Present: Sarah Clark, Doug Copley, Arlene Dart, David & Joy Fleming, Carol Hamilton, Mary Jean Long, Anne Magill, David Malcolm, Joanna Miller, Luis Molina, Anne & Ward Stoops, and Winthrop "Wink" Walker.

Doug and Sue Copley hosted this special meeting at their home, in order that we might meet our prospective settled minister Sarah Clark, and to review the work of the committee. There not having been a meeting since January 9^th, the minutes of that meeting were read and accepted.

Luis explained the lack of a meeting since January as there being nothing to meet about, and besides several committee members were involved with the 175^th anniversary Homecoming. He and Anne Magill then reviewed the committee’s history, beginning with the Organ Study group and the Arlene Dart Organ Restoration fund. Eventually the Study group selected the Andover Organ Company to restore our instrument, beginning in mid-2002. The down payment of $15,000 came from the Arlene Dart fund, which had accumulated some $50,000 before actual fundraising began.

Luis distributed a financial statement showing additional pledges and gifts of almost $119,000 as a result of the November 2000 pledge campaign, thus exceeding the original goal. The current balance in the Historic Organ Restoration fund (successor to the Arlene Dart fund) is approximately $67,000. Wink explained that this balance is maintained in a separate Freedom Government Securities fund, for which he is the "gatekeeper". Subtracting this from the contract unpaid balance of $150,500 leaves $83,500 in pledges to be collected. Some of this was to have been paid in the year 2000, and thus needs to be followed up.

Doug explained that the church office keeps track of the pledges, and can generate reminder notices from time to time, as it does for the church’s general fund. It was felt that these were rather terse, and difficult to understand. Doug suggested that the original canvassers might do the follow up, but later withdrew the suggestion as putting too much of a burden on some. Luis moved that this committee be given the authority to develop a collection procedure, including the sending of a letter to the people; Doug as church vice president will see that we get the authority. A subcommittee was appointed to do this, consisting of Doug Copley, David & Joy Fleming, David Malcolm and Luis Molina.

There was some discussion about what to do with any eventual surplus, including the establishment of a maintenance or sinking fund, but it was felt this could be decided later. We also discussed alternatives for when our organ is gone, including an electronic keyboard with a beefed-up sound system, or a small "loaner" pipe organ; Carol will check with Andover to see if they have any suggestions. At this point the business meeting was adjourned, and those present partook of the Copleys’ hospitality.

Respectfully submitted, W. David Malcolm, Jr.

10/24/05