Sustainability in Subud California

by Hanafi Fraval, Chair, Subud Calfornia

NOTE: The following working document was discussed at the Subud California Council Meeting on November 12, 2022 and further shared through conversations during visits being made by Hanafi and Levana to all our Centers. It is available here to give all members an opportunity to be aware of these concerns and of the conversations being held across the Region.

Subud California is facing a number of challenges at present that will likely increase in the next few years. Our membership is aging and contracting. Younger members are few and far between and are very fully engaged in their lives and families, with little time to spare.

Three of our eight centers have accumulated significant debts. It will be very difficult to repay these debts and to continue to maintain these properties at the required level. Five of our groups could be said to be sustainable: Arcata, Sacramento, Los Angeles, Palo Alto and San Diego.

Typically, the profile of a sustainable group is one that has a healthy level of donations from members plus income from events, and/or long-term rental income. When talking to applicants and new members, helpers may not note that the latihan is free, but our premises are not. One of our region’s groups calculated that its current donation levels should be around $100 per month, per member; or $150 per month, per couple. The pattern around the region is that active and regular donors are merely 1/3 of the membership

Our actual member size is small. When our property insurance required Covid waivers in 2020/21, Amelia Williams created a pool of 524 members identified as active or semi-active by the most recent SUSA census count. This pool was reduced by 50 members with no email address or no longer in California. The final number of members who did reply and sign the Docusign form was 337. So, as of 1/27/21, we could confirm 337 people who considered themselves CA Subud members in some form.

It has proven difficult to find people to market and manage events in our centers. The centers that handle ongoing “one time” events pay their event managers 10 to 15% of the event revenue. In groups where there are no members with sufficient time to take up this role, hiring rental and event managers from outside of Subud is a solution.

In those groups where long-term rentals have been established, significant improvements typically have been required to make the space attractive to a commercial renter.

Responsibility of the groups

Subud California’s bylaws make a number of references to what the region must provide to the groups. But there is nothing about the responsibility of the groups to the region. In a family, the first instinct is that we help each other. We are also honest and without agenda when a family member is not quite in line, or is behaving incorrectly.

In California’s case, some of our groups are struggling, perhaps because of aging or diminishing membership, old properties, or other issues. This is where the region can attempt to help; for example, by providing the assistance of the Property Management Committee (PMC). But, whereas the PMC can help with their professional eyes, the groups can help by mobilizing all of their resources to correct situations such as poor maintenance, lagging rentals, and other issues.

We need wording in the bylaws that points out to a group, its committee, and its members that they are responsible for their Subud house. Only under extreme circumstances does the Regional Committee step in to take over management of a group (for example, where membership falls to below ten members, or where there is no committee).

The Regional Building Fund

The building fund is not for maintenance. Its primary use is to fund new capital elements of a center, or new centers, that will directly increase revenue, such as the provision of additional space that can be rented on a long-term basis. Capital improvements, alterations or additions to a property can significantly improve its income capacity, typically from long-term rentals. The return on the improvement should show a convincing case for any investment. The Muhammad Subuh Foundation (MSF) has the same policy.

When we use the building fund for other things, such as maintenance of a Subud house, we must first realize that money withdrawn for these other things is also withdrawn from the region. So, it is the rest of the region that pays. A further principle is that it is of paramount importance that each of us stands on his or her own feet, and does not expect others to carry the load.

Subject to Board (Regional Council) examination, analysis, and approval of any resulting actions and resolutions.

Protected: Minutes of Regional Council Meeting, July 19, 2019

Envisioning Strategic Center Development

At the Regional Council Meeting hosted by Subud San Diego in February, members of the Council shared visions of how Centers might engage in strategic property planning, and what it might mean for our Region and out members. A main theme was supporting senior retirement communities with appropriate space to extend the reach of the latihan both demographically and geographically.

Stephen Kelly of Subud San Diego drew this picture inspired by discussions over the years about the best use of the property on busy Adams Avenue in central San Diego. The building has 4 apartments on the second floor with happy residents, perhaps retired members, looking out. The first floor has Latihan halls, with underground parking. A car approaches, bringing members, who can’t drive, to latihan.

Lucia Cargill, regional helper from Subud Sebastopol, drew the picture at the right inspired by a global vision for community building. It envisions large latihan halls at the top or end of a shady central green or courtyard. Surrounding the central area are apartments or small houses inhabited by Subud members, who form this community and provide a local center for latihan for all.

Participants also shared ideas about Subud members, Centers and Groups engaging in proactive outreach and involvement with local communities including food pantries, homeless assistance, tutoring, political activism, gardening or anything else that passes our blessing on to other people outside of our normal Subud brotherhood.

The drawing to the left, by Robert Mertens, imagines a dance of interaction which generates not only a radiance out into the community but generates prosperity to be shared by Subud and the community.

There was also support for regional manifestations of the Subud wings (SICA, SSD, SES, and SYA) fulfill connections with local, regional, national and global communities of common interest and endeavor.

The Council will continue to explore these ideas and look for ways to support our Centers in bringing them into an actionable form.

Meetings & Actions of the Regional Council

The Subud CA Regional Council is comprised of councilors representing centers, plus Committee members who are the executive officers. The Council meets during the Regional Congress and another 2-3 times a year. The Regional Helpers support the Council with latihan, testing and participation in the meetings. Sub-committees work on Property and Communications initiatives and report back to the Council.

The Council met during the National Gathering in Redwood City, on September 7th, 2015. Key actions at this meeting included:

Approved the Property Management Committee charter
Approved a loan request to replace the roof and to establish a three-year lease with a new tenant for Los Angeles Subud
Approved Chico Subud’s request that their property be sold, as members there are no longer able to manage tenants and maintenance. The PMC was asked to accomplish this sale.
Update on the discussions ongoing between Subud Marin and Tamalpa (a leading movement center) about a long-term lease arrangement

The meeting minutes are available here (to view, enter password: dharma)

The council met at the Subud LA Center , November 6-8, 2015, Key actions included:

Updates from the PMC about working with an agent to sell the Chico property and augmenting about Sonoma’s loan if needed to complete the trench drain.
Proposal from PMC to work with Centers to conduct an annual review of maintenance needs for buildings
Discussion about opportunities to develop synergies with Subud USA.
Financial reports from Henrietta Haines, showing the P&L for each Center.
Discussion about ways to help Centers increase revenue streams
Proposal by Manuel Oliver to create a financial strategies group
A visit to the new roof on the LA Center during lunch break
Informal sharing about creative activities happening in various Center

The meeting minutes are available here (to view, enter password dharma)

Protected: Regional Council Minutes, 9/7/15

Property Management Committee Charter

Subud California Property Management Committee – Charter

Based on nominations from members of the Regional Council and majority approval of a quorum, the Regional Council shall appoint a Property Management Chairman and Committee members. The Committee shall consist of no less than three (3) and no more than five (5) members. The Committee may include non-Council members, but must include at least two (2) Council members.

A majority of the Property Management Committee (PMC) members, present and voting, shall constitute a quorum. The PMC shall meet as needed. Meetings may be in-person, by conference call or by email.

The PMC reports to the Council and will provide a written status report at each Council meeting, highlighting any key issues needing discussion.

The PMC shall work with each Center that owns property in the preparation of periodic reports to the Council regarding the physical state of the property, its utilization and any needed or anticipated repairs.

The PMC shall be available as a resource, on request, to any Center for issues related to property.

Any items related to property requiring the approval of the Council should be initially submitted to the PMC and will then be presented to the Council along with the PMC’s recommendation. This includes the purchase or sale of any property, any lease for a period greater than one year, and any loans or grant requests.

The PMC shall participate in the Region’s long term planning process, especially as it relates to the utilization of property.

In the event of the sale or purchase of property by the Region, the PMC shall coordinate this activity working in close coordination with the Center and the Regional Council.

PMC Charter, as ratified 9/7/2015 by the Subud California Regional Council

Improving our Houses

mertens.PMC — Property Idea, by Robert Mertens

Hello Members of Subud California,

The charter for our Property Management Committee (PMC) was ratified by the Subud California Council during our meeting at the National Gathering in September. The PMC has been active for Subud California during the past two years, helping to plan and complete projects initiated by centers, both for their physical properties and the businesses that support them. The PMC has helped several centers to improve their buildings and also helped centers to increase their actual and potential revenues.

The PMC is also tasked with reviewing loan and grant requests, lease documents and making recommendations to the council regarding approval. They have assisted in drafting and negotiating leases that are bringing significantly larger incomes to the Sonoma and LA centers.

They have researched and digested a wealth of detail doing this, thus freeing the Regional Council, Committee and staff of Subud California to focus more on items of policy and significant decision. This is enabling us to begin to think in a more long-term way about our properties so that their values to our members, our Subud organizations and our communities can be optimized in the future.

The PMC has recently devised a simplified process to assess all our buildings for immediate and long-term major maintenance and repair needs. This will be accomplished through an annual review done by the PMC working with each Center. The review will help all Centers with long-term planning, and will also offer a big picture view across the Region which will be very useful for planning and prioritizing the use of the Region’s funds.

The PMC members (currently Farah Hess (Chair), Hamilton Chaffee and Arthur Barrett) have among them the expertise to vet many aspects of property management and can assist in hiring professional advice and assistance when needed.

Members of the PMC will be reaching out to center committee chairs to initiate this process in the coming weeks.

I am personally very grateful to the PMC members who are helping make our work for Subud California less burdensome and more rewarding.

Blessings,

Robert Mertens, Subud California Chair

Tenant Insurance for Subud CA Centers

Subud California offers a Tenant Liability Insurance Policy (TULIP) for people who wish to rent a Subud CA Center Hall, but who do not have their own liability insurance. The renters’ own liability insurance is preferred where available, but individuals or small groups that do not operate as a business may not have appropriate liability insurance.

Policies are purchased directly by each renter from OneBeacon Entertainment, by filling out a brief form online and paying by credit card at this website:

http://www.onebeaconentertainment.com/OneBeaconEntertainment/pages/products/tulip.page?

There is an overview of how the policy works on this web page. The renter can complete the insurance policy by clicking on the “Purchase or Quote” button on the right side of the page.

Steps for Tenants to Complete the Form

1. The renter can enter the code for the specific center or can search for the word “Subud” in the text box, which will bring up a list from which the correct center can be chosen. Either approach will then populate the form with the specified center’s address. The renter then clicks on the “Next” button.

2. Next, the renter enters details about the nature of the event. There is a drop box where the renter can pick from a list of possible types of events. There may not be one which is exactly the same as their event; they should pick the closest approximation in terms of size, type of participant, level of activity, etc.

3. When the fields are completed, the screen will expand to ask for date(s) of the activity. If the event is a monthly or weekly class, the renter must use the calendar to specify each actual date for the class for the whole year (the policy year runs from December 1-November 30 of each year). Only those dates specified are covered by the insurance, so it’s important that the renter is able to stick to the schedule they have chosen. The renter then clicks “Next.”

4. The renter then sees a page which presents a quote based on the type of event and number of instances. In order to complete the policy the renter now enters their own address and contact information and is prompted for a credit card.

5. Once the renter has entered all the requested information, and submitted the form, the form is processed online and the renter receives a certificate for the liability coverage by email. The renter should print and retain this. A copy will also be sent to the email address for the contact person indicated for that Subud center.

This certificate is the main paperwork and proof of insurance. A copy should also be sent to the Regional office. No other reporting is required until the insurance renews, which should be done before November 30 of each year for all policies. The rental coordinator should remind all renters to renew their policy at that time to have coverage for the coming year.

The online sign-up process is quite straightforward. The points that need to be reinforced with renters are:

– When filling out the form, the renter should request dates only up to November 30th of the current year. A new policy will be needed starting in December of each year.

– Only the dates selected on the calendar during the sign-up process are covered. If in doubt about whether the event will occur on one date versus another, they should include both dates. The additional cost is mimimal.

– the typical cost seems to run from $100 to $200/per year depending on number of dates covered and type of event. Events without alcohol, security service, etc are much less expensive.