Executive Board Minutes

2/25/2025 0 Comments

02-05-2025-Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wed., Feb. 5, 2025, at 5:00 PM EDT

Approved Minutes

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present on Zoom: Bob Malecki, Dean Alexander, Lisa Hamm-Greenawalt, Laura Creaser, Loren Stolp, Andy Ohotnicky, Nancy Martel, Pastor Michelle Fountain
Present by phone: Bill Kneebone
Absent: No one

Call Meeting to Order - Laura called the meeting to order at 502 PM EDT
Opening Prayer - Michelle
Review minutes from January 8, 2025 - Dean made a motion to approve the January meeting minutes. Laura seconded. The motion was approved unanimously.
Pastor’s Report - Michelle
1. Highlights - Michelle needs a boundary training course to keep her license. The church finished Faithful and Inclusive Bible Study, received 4 new members, conducted the first Baptism, and passed ONA. The disaster kits cost more than expected. Loren recommended we decide what kit we want to make, and then cost out what we need. Laura asked if Loren could spearhead. He hesitated because he was leaving. Nancy suggested we make a list of what goes in kits and then purchase the items. Michelle said we have a list and a team already working on this, which includes Loren, Penny, Stacy, Mary Jo, and Bill. Andy suggested not storing the kits in the garage because it doesn’t lock, and suggested the room next to Fellowship Hall. Michelle doesn’t want to give up the children’s room and suggested the closet that used to be a porch by Fellowship Hall. Dean likes Sunday School Room. Loren will send an email out with his thoughts on this and we’ll make the decision on storage and what to buy later.
2. Michelle said Terry needs money for materials for prayer shawls, about $200. Bob said there’s room in the Programs budget.
  Motion: Nancy made a motion to take $200 from the Programs budget and give it to Terry for prayer shawls. Andy seconded the motion. The motion passed unanimously..
3. The Lenten studies program will be based on the Gospel of Luke. There will be a Maundy Thursday service and possibly Ash Wednesday. Michelle has an idea for a Fundraising dinner for California fire victims, it’s being discussed with Rotary.
4. Parking. Our church attendees occasionally block the neighbor’s driveway. We need a sign that says No Parking at the White House. Andy asked if the street spots are owned by the town; if so, perhaps we could ask them to make signs. Michelle said the neighbors believe they own the spaces where it says no parking. Laura says she will remind the deacons to remind people at the services to tell people not to park in front of the garage. This discussion continues below in the Treasurer’s Report.
Deacon Report - Laura - Christine Boardman will cover the pulpit on Feb. 16 and Bruce Bishop on Feb. 23
Trustees Report - Dean - Nothing to report.
Communications - Lisa - Lisa said a press release was sent, and the website and social media were updated, with news of the ONA vote.
Treasurer's Report - Bob Malecki - Bob sent the Board the Treasurer’s Report in advance.
1. Payroll set-up for Michelle. Bob discovered that VT has started a childcare contribution tax of 4.4%, payable by employers, so there will be a $90 shortfall.
  Motion: Lisa made a motion to increase the 2025 payroll budget for Michelle's salary package by $90 to cover the childcare contribution tax. Laura seconded the motion. The motion passed unanimously.
2. Hold Harmless Agreement for parking on neighbor’s property - Our neighbor, Sarah Burns, has complained that her renters sometimes find the garage and driveway blocked by church users' cars. Bob created a Hold Harmless agreement using Rocket Lawyer online software. Bob spoke with our insurance rep and she said these are common and there are no issues from the Insurance Board’s standpoint. Loren, an attorney, said this one is written to benefit them instead of us. He suggested it be narrowed, and offered to meet with Bob offline to hammer it out, making sure it also has a termination clause. Then it will be given to Burns for her lawyer to look over. Dean mentioned that the medical center is not open on Sundays and that perhaps people could park there instead; we had prior permission. Andy said that would work on Sundays, but pointed out that outside groups use the church hall during the week and we can’t control where they park. Nancy said it’s hard to tell that it’s an active garage so people feel it’s okay to park there. The Board decided that we are going to ask people not to park there for now, and post a sign. So the deacons will make an announcement not to park there. Meanwhile, Andy will look into the ownership of parking spaces to see if the village of Ludlow actually owns the spaces and could create signage.
3. Committee to clean up UCL Bylaws - Bob feels this is needed. Laura said she could help when she returns from Texas. Fra Devine also wants to help. She is available the week of Feb 24. Bob will reach out with a date.
4. Use of Smith’s bequest funds - Checks from Talc Mining from the Smith Estate bequest are coming in at $400-$700 per month, with a current total of $9,000. There are no strings on the bequest. He floated a recommendation that the funds go to the building fund.
  Motion: Laura made a motion to put the Smith bequest into the building fund. Loren seconded. Nancy asked what the building fund is for. Bob says it’s associated with the building property maintenance items. Lisa asked about other upcoming needs such as ONA signage; Michelle said that would come from the building fund. Bob said it could be changed by a future executive board vote. Dean called a question. The motion passed unanimously.
New Business
1. ONA next steps - Michelle gave an update on the positive ONA vote at the Annual Meeting on Jan. 26, saying the church is looking for anyone interested in joining the Building Inclusivity team to discuss the next steps for letting the community know the church’s new status over a 3-6 month time frame. Options include signage, advertising, and more. Dean, Laura, and Nancy volunteered to join the committee.
  Dean said he does not agree with ONA status since it focuses on LGBTQ+ people, and said he has spoken to other church members who feel that way as well. He didn’t realize that ONA strictly dealt with LGBTQ+ issues, with what Dean considers too much focus on sexuality. “I don't think our congregation is aware of the focus of the ONA program. I’m struggling with it, as is Bill (Kneebone),” he said. Dean added that he had planned to make a motion as follows, but decided not to, “I am 100 percent behind being an open and affirming church that welcomes everyone and supports the covenant that allowed us, but without any LGBTQ. Since the covenant approved by our congregation included identities not included in the statement of purpose of the ONA, I make a motion that any publicity shall include all the identities stated in our covenant, subject to the approval of the executive board.”
  
  Lisa said the expansion into other isolated groups was important to the Building Inclusivity Team, and thanked Dean for reminding us that we need to focus on all the isolated groups in addition to the LGBTQ+ community.
  Michelle pointed out that gender identity is separate from sexuality, and that the church statement added other groups to the ONA so that we could be even more welcoming.
  
  Loren asked the question, what is the issue?
  
  Nancy said she thinks some people had in mind that LGBTQ means men dressing as women, and that there are fears that this is what the website will be, and people will come to our church dressed flamboyantly and treating our church as their playground.
  
  Laura said she doesn’t think anybody has a problem with our church welcoming people. We are a welcoming, loving caring church. She thinks the problem is that we’re not just going to love the LGBTQ+ community; we’re going to love everybody.
  
  Dean expressed concern about seeing rainbows on the website. Lisa explained that she used the official logos from ONA and Reconciling Congregation Network as graphics, and they do contain rainbows, which LGBTQ+ people recognize as a signal of a safe space and welcome. Dean explained that when he saw Facebook the rainbow was on top of their banner, and he needed things to slow down.
  
  Lisa said she understands that it’s crucial to make it comfortable for conservatives and the liberals to both feel comfortable in their church.
  Bill Kneebone said he has never felt we have made anyone feel unwelcome. He felt that we already were an ONA church. “But are we going to add Koreans, Chinese, this, that, and so forth. I don’t understand that.” He said he thinks “we should love everyone even if we don’t like what they do.”
  Michelle responded that we who are not a part of the LGBTQ+ community don’t know really what it’s like to not know if you’re welcome in a worship space. She said she has been contacted by a transgender woman wondering if she would be safe in our church, because despite our welcome, it wasn’t clear to her. “We say we’re welcome, but they don’t know it,” she said. Michelle also pointed out that the ONA/RMN was passed by 90% of the congregation, and that it’s unfortunate that people who are bringing these points up now didn’t take advantage of the opportunities presented by the Building Inclusivity Team over the past 2 ½ years to learn more about what ONA is and why it matters.
  
  Laura said she thinks we’re all in agreement that we’re moving on to the next step. Michelle said Christine Boardman, who has managed change in churches, is going to help plan the process.
Old Business - Bill reported that he sent out 2024 tax letters to donors.
Next meeting - Laura scheduled the next Executive Board meeting for Wed., April 2, at 5 PM EDT via Zoom.
Adjournment. Laura Creaser adjourned the meeting at 623 PM.

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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1/8/2025 0 Comments

1-8-2025-Executive Board Minutes

United Church of Ludlow
Executive Board Meeting
Wed., Jan. 8, 2025, at 5:00 PM EDT
Minutes

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present on Zoom: Bob Malecki, Dean Alexander, Lisa Hamm-Greenawalt, Laura Creaser
Loren Stolp, Pastor Michelle Fountain
Absent: Nancy Martel, Andy Ohotnicky

Call Meeting to Order - Laura called
Opening Prayer - Michelle
Review minutes from November 4, 2024 - Lisa
Treasurer’s Report- Bob -
1. Surplus of $2,455 for 2024. Bob suggests we use $1,600 for fuel bill for early Jan. delivery, and $850 to replenish discretionary fund. Dean motioned, Laura seconded. Passed unanimously.
2. Dean asked about the increase in staff relations costs; Bob clarified that it had come out of the operating reserve in the past and he wanted to put it in the budget.
3. Dean will do the audit this week and Laura will put together the Annual Report on Sunday and will come up with a way to send it electronically.
4. Discussion with Bill Kneebone - he said he is interested in continuing as receiver of offerings but is overwhelmed by the bookkeeping and year-end letter creation. Bob said Stacy Malecki has volunteered to do that part and create a spreadsheet. Lisa made a motion that Stacy come on to support Bill Kneebone in bookkeeping and year-end letter creation. Loren seconded. The motion passed unanimously.
5. We reviewed Bob’s budget updates, sent by email. The insurance line is higher because our insurance company has not responded to Bob’s request for a quote on this. It’s a balanced budget. Loren made a motion that we accept the most recent budget (Jan. 5, 2025 version) to be presented at the annual meeting. Laura seconded. The motion passed unanimously.
6. Bob said he would like people to see comments in the budget, and present it to them in advance so that the Annual Meeting can be just a Q&A. Michelle will send it in an email on Jan. 17, to give folks 10 days to look in advance.
Pastor’s Report-Michelle. The Pastor’s Report was sent to the Board by email in advance. Here are highlights:
1. Six people met with Michelle and Linda Thomson about joining the church. Michelle is hoping some will join on Jan. 26 before the Annual Meeting.
2. Scotland Anderson will be baptized on Jan. 19, her 7th birthday. Her birthday party will be at the church fellowship hall later that afternoon.
3. Russ and Sandy are retiring Friday, and a little congratulations will be held on Sunday during coffee hour.
Deacon’s Report - Laura - No report
Trustees Report - Dean
1. Received 1 bid for trim painting at church. Waiting for a response to his request for info on insurance and licensing. Waiting to hear back from a second painter, Kendall Severy.
2. Oil and furnaces at church. Irving came in November and cleaned the burners. But Dean noticed the Fellowship Hall not getting up to temperature. He came to service. Serviceman told Dean that there was a problem with belts, and a fan not operating properly, other issues. They had failed to clean one of the furnaces in November. So they came back and made repairs this past Monday, reducing the cost for the multiple calls. He asked Bob to reach out before paying Irving when bills come in, to make sure we’re not overcharged. They also let the fuel tanks get almost empty. There was some discussion about looking into replacing the heating system; Dean will be reaching out to get quotes. Loren offered to help with this endeavor.
Communications Report -
1. Contacted George Thomson, Penny Trick and Pat Moore about the Community Team. They are filming for Okemo Valley TV.
2. Updated website with Annual Meeting and ONA process, as well as caroling photos.
3. Promoted SINGO through posters, social media, local community, website, and press releases. We made about $400.
4. Christmas Eve service was promoted through social media, local community, website, and press releases. I did not run ads in the local paper; I was moving at the same time they needed to be created.
5. After the vote, ONA needs to meet ASAP to discuss how we promote our new status to the community. Lisa will be creating a press release in advance. Michelle said the trans woman who contacted her a year ago did come on Christmas Eve and brought a group.
Old Business
1. Annual Meeting is supposed to include a vote on the Parsonage Sale Policy. Laura and Bob will put it together. Who runs the meeting? We need a moderator. Laura will be there and will moderate. Bob will talk about financial stuff. Michelle will help with the process of the ONA presentation. Those who passed away should be in the pastoral report, as well as membership in terms of numbers, so we record members who came and who left the church, and memorial gifts left to the church. A one-page will be created by Laura and Bob from Michelle’s report.
New Business
1. Michelle mentioned people have asked about using the Australian ballot for the ONA to give people privacy. Zoom people can text it in or type it in. Write it down. Someone would have to make a motion for this to happen.
Set next meeting - Annual Meeting Sunday, January 26, 2025 - After the Church Service. The next Executive Board meeting was tentatively set for Wed., Feb. 5 at 5 PM EDT via Zoom.
Adjourn. Laura Creaser adjourned the meeting at 637 PM.

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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11/24/2024 0 Comments

11-4-2024-Executive Board Minutes

United Church of Ludlow
Executive Board Meeting
Monday, Nov. 4, 2024, at 4:30 PM

Minutes

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present on Zoom: Bob Malecki, Dean Alexander, Andy Ohotnicky, Lisa Hamm-Greenawalt, Laura Creaser, Pastor Michelle Fountain, Loren Stolp, Nancy
Absent: None

Call Meeting to Order – Laura Creaser called the meeting to order at 430 PM. Michelle led an opening prayer.
Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the Oct. 9, 2024, meeting for approval. Bob Malecki asked for change: VII section D - strike would have to offer other benefits. 2 sections we talked about, including an ask of 3% on theStewardship campaign. E3. Dean made a motion to approve the Minutes as amended, and Laura seconded. The motion was approved unanimously.
Treasurer’s Report- Bob
1. The Oct. treasurer's report was sent in advance. Dean asked about benevolences not paid out. Bob said they will go out with the distribution of mission monies at the end of the year. Laura will talk to Bill Kneebone and Linda Thomson on the missions committee to ensure they designate mission funds for the end of the year. We have a $4,000 budget. Dean made a motion to accept, and Lisa seconded. The motion passed unanimously.
2. Insurance/Insurance Update - Laura and he sent info to the insurance company in an effort to reduce premiums and get a more appropriate policy for the size of our church.
3. Payroll service update - we agreed to change Michelle's status to “employee.” Lisa made a motion to set up Michelle on payroll and hire a payroll service starting in January 2025, at the cost of roughly $600 a year. Laura seconded. The motion passed unanimously.
4. Terry requested to have her checks directly deposited, at a cost to the church of $5 a month. The Board agreed. Karey and Colleen are happy with the current check system.
5. 2025 Budget follow-up - Bob sent the budget with revisions from the last meeting. It will go forward based on estimates of giving.
6. Michelle’s Call and Covenant updated draft - Bob and Michelle made revisions, and he sent them out to all. The draft needs written signatures. Laura promised to print out copies and leave them in the Church Office for signatures. (ADDENDUM: This was accomplished.)
7. Vanguard (parsonage sale) Fund – Bob reviewed the history and options info package and made recommendations. Dean suggested striking the word “unforeseen” from paragraph 2 of Parsonage Fund Policy developed by Bob Malecki. The Board agreed with Bob’s recommendation that since we have the Smith bequest will generate up to $10K a year to replenish the already-healthy building fund ($120,000), it would be best to keep this as a rainy day fund while it continues to grow until we need it.
8. Bob said the Board needs to think about who can succeed Bill Kneebone as Receiver of Offerings, as he is only stepping in on an interim basis. No decision was made.
Pastor’s Report- Michelle sent by email in advance of the meeting. Some highlights:
1. The UCL is hosting the Windham Union Association on Nov. 17.
2. Pastoral visits included facilitating the Almonds’ transition and celebrations of life.
3. Salvation Army Funds - dispersing with Laura.
4. ONA update. Dine and Discuss done, Bible studies are ongoing. Lisa suggested sharing the video portion for those who can’t attend live. We will share a draft ONA covenant that will be voted on in January.
5. Penny Trick is taking over the card ministry for Anne Oakes, who is ill.
Deacon’s Report- Laura
1. Instead of Mary Owens on Nov. 24, Christine Boardman will be in the pulpit.
Trustees - Dean
1. Loren Stolp and Nancy Martel were welcomed as new Trustees.
2. Church Bell update: The reparation of the bell was completed on Saturday. We unofficially rang it on Sunday morning. The church is planning an official community celebration in the springtime for the community. The contractor will invoice Bob Malecki for the balance.
3. Thermostats update: Thermostats are completed and heat can be turned up remotely by Dean, Thomsons, Michelle, for Laura for groups coming into the building, as well as automatically for Sunday services. Service is scheduled for burners.
4. New rail at the altar - Dean is working with craftsman Dave Barry to make this safer
5. Dean is reaching out to painting contractors about deteriorating trim on church.
6. Stewardship update - Laura said letters went out. Laura, Dean, and Nancy speaking for the next three Sundays on what stewardship means to them
7. Laura said the stained glass window light has been fixed.
Communications
1. Lisa shared a proposal that the communications tasks need to be codified as an official church Communications Team, so communication will be part of the infrastructure and not fall off the radar if someone leaves the church or is unable to do their duties. The Team includes maintaining the website, social media, press relations, and event promotion. Dean suggested the chair should be on the Executive Board, or we agreed that there needs to be at least a chair and an executive board liaison. Lisa made a motion to create a communications team to coordinate communications. Laura seconds. The motion passed unanimously.
2. The Nov. 24 Singo event is being publicized with posters, social media, calendar items, and press releases in local newspapers. Jane needs help with food, drinks, prizes, and Lisa needs help with printing and putting up posters. Lisa will print at Staples, using PR and marketing budget.
Old Business
1. None
New Business
1. Laura confirmed that the Annual Meeting is scheduled for Jan. 26, 2025. Lisha created packages for the congregation in the past, but we agreed Karey should do it now. Bob will reach out to get reports.
Next Meeting Date was set for Wednesday, Jan. 8 at 5:00 PM on Zoom.
The meeting was adjourned by Laura Creaser at 6:15 PM.

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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10/9/2024 0 Comments

10-9-2024-Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wednesday, Oct. 9, 2024, at 5:30 PM

Minutes

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present: Bob Malecki, Dean Alexander, Andy Ohotnicky, Bill Kneebone, Lisa Hamm-Greenawalt, Laura Creaser, Pastor Michelle Fountain
Absent: None

Call Meeting to Order – Laura Creaser called the meeting to order at 530 PM. Michelle led an opening prayer.
Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the Aug. 7, 2024, meeting for approval. Lisa made a motion to approve the Minutes, and Laura seconded. The motion was approved unanimously.
Deacons Report –Jeremy, Mary, Bruce Bishop are pulpit supply for Oct, Nov, Dec.
Pastor’s Report –
1. Michelle will accidentally miss Easter Sunday because of a scheduling glitch. Christine will cover. The Board said that was fine.
2. Professional development - she finished the course she is taking.
3. The Racial Justice task force is disbanding, so Michelle is creating a list of racial justice resources for VT Conference website
4. Michelle volunteered in the NE Kingdom for flood recovery one day.
5. Pastoral visits are up, supporting Almonds in their moves. They leave Friday to be closer to their kids. She continues to visit Ralph Pace. Bill Kneebone says Ralph broke his ankle so he’s in a wheelchair. She is iIn touch with Kottkamps in VA. She is doing research on the next steps for when people need help, and talked to Senior Solutions. She suggested it would be nice to have a resource list on our website. Lisa will create the page and we’ll work together. It would include Black River Good Neighbors, Salvation Army, Senior Solutions, Senior Center, and others.
6. She planned John Wu’s service with Carol and Stephanie. It will be held Oct. 26 at 2 PM at Pleasant View Cemetery, followed by a reception with cookies at church.
7. Singo fundraiser will be held on Nov. 24 to kick off the holiday season. Jane McGarry is donating her time, but we need to pay Sammy Blachette $200 for the music. Michelle suggested Disaster Prep Kits for the beneficiary, since we need to create them and store them. Board agreed to pay Sammy and the beneficiary.
8. Building Inclusivity Team update - has had 3 mission moments, Christine and Carol and Fra Divine coming up. Dine and Discuss Events kicks off on Oct. 20. Bible study is a challenge because it’s a DVD-based program we can do over Zoom. The committee is meeting tomorrow to draft a covenant for the vote.
9. We have a couple of kids coming to church so Michelle bought some coloring pages and is brainstorming ways to include them. Maybe we could do Trunk or Treat some year.
10. Holy Hilarity Sunday is Oct. 20. We need jokes!
11. Starting Oct 27, she will be looking at Paul’s epistles. Then Advent. Then “God Is” series.
12. Terry’s out for three weeks for surgery – Nov. 3, 10, and 17. The folk duo John and Trish can come cover music at a cost of $200 on the 3rd. Jane McGarry will do the 10th, and Michelle will ask Steve Fowler to do the 17th. Both for $100. We also discussed ways to support Terry
13. Michelle hopes to hold a New Member class in November because we have a lot of new people coming.
Receiver of Offerings - Bill Kneebone
1. Bill asked for guidance on Year-End letters for individuals offering donations. All suggested thank yous should be at the end of the year with the annual statement of giving.
Trustees - Dean Alexander
1. Progress on the sound system and bell - both are up and running. Michelle still has to navigate the logistics of the lavalier mic, the echo, and finding a pocket. Dean says weak battery can impact sound quality, and sound can be adjusted. Michelle will work more with it. Laura Caravatt said she loves it; she can hear through the speakers. Carol Devine has issues with the headset and would prefer a system that goes right into her hearing aids. On Oct. 20 - Laura, Dean, and Michelle will work with the sound system before church.
2. Bell - the installer is coming up next week. New parts have been constructed, though we don’t know if the yoke and wheel will have been delivered here yet. If so, it could be finished soon.
3. Bret will be installing the new remote thermostat system on Oct. 16. Dean and Laura will be present.
4. Trustee position - two people stepped forward about the position, Nancy Martel and Lauren Stope. We can appoint them now and elect them in January. Dean will reach out to them, and we will vote online to appoint them to fill vacant positions.
5. Dean would like more regular meetings of the Board, and feels Trustees should meet separately. He says we need long-term planning, and other challenges are looming with building maintenance (roof, trim painting, furnace, structural integrity, etc.) and finances, especially with the recent departure of members who were significant financial contributors. He will head everything up and call a Trustees meeting.
6. Trustees can follow up on Ring Out Love end of the campaign and when to ring the bell first.
Treasurer’s Report – Bob Malecki
1. Bob presented the Treasurer's Report for September. Lisa made a motion to accept and Laura seconded. The motion passed unanimously.
2. New Pension Board Plan Adoption Agreement – Michelle looked over and noted she was ok with her current plan.
3. Insurance/Insurance Review Status - Bob is applying for a less expensive account, flex plan for a smaller church, at more appropriate levels of coverage. It could save us $2,500 annually, but answering certain questions could save us more; he will work with Trustees. The deductible will go from $1,000 to $5,000 for all clients.
4. Michelle’s Updated Call - Laura says it needs to be gone over before the end of the year. Bob put a cost of living adjustment of 2.5% for all staff in the budget and can afford it. Proposes switching Michelle from contractor to employee. From an IRS standpoint, it’s an employee job definition. Would have to offer other benefits. However, a payroll service would cost $600 annually and take care of quarterly taxes to the government and direct deposit to Michelle’s account. The Board agreed to make Pastor Michelle an employee as of Jan. 1, 2025. The others, Terry (organist), Karey (administrative assistant), and Colleen (cleaning) are independent contractors. Bob, Dean, and Laura will meet, possibly by Zoom, to go over the Call and Covenant and make revisions for 2025-27.
5. Initial 2025 Budget - Bob presented and we commented.
  1. Lisa will reach out to the Vermont Journal - what does it take to have our church listed there. We need a card ministry volunteer while Anne Oakes is unable.
  2. We’ll send hymnals to Zoom attendees so they can sing along.
  3. We will ask for a 2.5-3% cost of living increase in their giving on the Stewardship Campaign.
6. Vanguard (parsonage sale) Fund - Tabled. We need to discuss how we are going to use it. He would like to make a proposal at the Annual Meeting.
7. Stewardship Campaign -
  1. Bob says we need to have a percentage increase needed in donations because we are losing donors. Dean points out that we have a new source of income from the Smith Magris Talc endowment over 30-70 years, based on talc production.
  2. Timeline - Kick-off Oct. 26, Nov. 3, Nov. 10, and Nov. 17. Stewardship Mission Moment each Sunday – we need three speakers to talk about what the church means to them, focusing on Time and Talent in addition to Treasure. Michelle will recruit three people – perhaps the Thomsons. People will give their Estimate of Giving. Bob will send them the letter a week after with a stamped return address, and Michelle will also email. Make sure the letter says that this replaces our previous Estimate of Giving. Michelle will flesh it out to add excitement for what the church has accomplished and where we’re headed. Will include an ask of 3%.
Old Business
1. The next meeting was tentatively set for Monday, Nov. 4, at 5:30 PM, on Zoom.None
New Business
1. Church Maintenance
  1. Light for stained glass window behind the pulpit- Laura wants this repaired. She has asked for three years but wants it to be fixed for Christmas. Laura asked if Dean and Andy knew who to contact.
  2. Laura said we need railings for the stairs in front of the pulpit for safety. She asked if Dean and Andy know anyone who could do this.
  3. After spending time in the basement with a contractor, Laura recommended a structural engineer come to look at the church inside and outside sometime in 2025.
Next Meeting Date was set for Nov. 4 at 4:30 PM over Zoom.
The meeting was adjourned by Laura Creaser at 8:13 PM.

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

0 Comments

8/7/2024 0 Comments

8-7-2024-Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wednesday, Aug. 7, 2024, at 5:30 PM

Minutes

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present by Zoom: Laura Creaser, Michelle Fountain, Andy Otnicky, Lisa Hamm-Greenawalt, Bret Harlow, Bob Malecki
Absent: Dean Alexander

Call Meeting to Order – The meeting was called to order by Laura Creaser at 533 PM. Michelle led an opening prayer.

Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the June 5, 2024, meeting for approval. Bret made a motion to approve the Minutes, and Laura seconded. The motion was approved unanimously.

Pastor’s Report – The Pastor’s Report was sent to the Board via email. Highlights:
1. Michelle is taking an online course through the Center for Action Contemplation. She also just attended a 48-hour retreat.
2. Michelle is volunteering Friday in the Northeast Kingdom for flood cleanup.
3. She paid lots of pastoral visits and oversaw several celebrations of life this summer.
4. Singo fundraiser – Sammy Blanchette is willing to do it again. She proposed we do three per year – one for the church, one for a community charity, and one for a world charity. Bob suggested the discretionary fund as a recipient. Lisa suggested we need a procedure for putting on the event, which came together haphazardly but successfully last time Michelle said we should make it simpler and a fun community event, without all the food. We discussed doing it as a holiday event with Christmas cookies.
5. Building Inclusivity Team. Michelle outlined a plan to have mission moments 2x month on experiences with LGBTQIA community, as well as small group dinners with a host and committee person talking about mission, vision, and the ONA definition. Bob suggested that the programs budget has the funds to cover main courses. He also says there could also be a Zoom dinner. The last element is a Bible Study through the Methodist Church, which Bob suggested should be hybrid. Before the Annual Meeting we will draft an ONA covenant that the congregation would vote on. Bob Kottkamp is leaving but Fra is joining the committee.
6. Michelle is changing Holy Hilarity Sunday to Oct. 20, while she does another program instead that begins Sept. 1.
7. It has been really hot in the sanctuary, and Michelle suggested we need a fan for the pulpit. The Board agreed that we should purchase one if there aren’t enough.
8. Michelle asked to get reimbursed for the retreat as part of education funds, since she doesn’t have time for the conferences budgeted. Lisa pointed out that Michelle should have her own discretion on what she uses these funds for.
9. Michelle’s covenant call is due to be redone this fall for her to renew her license next spring. She was sharing the document so the Board can discuss any changes.

Deacon’s Report
1. Pulpit Supply and Membership Lists – Laura has scheduled Jeremy for the upcoming Sunday, Hannah for September, Christine for October, Mary for November, and Bruce Bishop for December. Bob asked for dates and names for check writing of replacement clergy. He will put checks in Laura’s mailbox.
2. Membership lists – Laura asked to see the email list to see if any names should come off. Michelle said she would supply it.

Trustees (Report submitted in advance from the absent Dean)
1. Sound system: The sound system is complete and operating. We will need to work a bit on fine-tuning the microphones and speaker levels, and people need training on how to use the equipment.
2. He expressed concern about the hearing-impaired system,saying he doesn’t think it is the quality that we will need to meet the needs of those with hearing problems. He is planning to return it for credit and upgrade. The Board agreed.
3. Church Bell: Dean reported the workmen were asking about painting the new pieces. He will forward any updates.
4. Foundation: Bret has spoken with Green Mtn Fireplace but they still have not given a price. He will actively look for someone else.
5. Door Locks: The door locks are installed and operational, though Dean has asked everyone not to use them until we are sure all those that need access have been given proper codes. HOW TO USE: Each person needs to come up with a 4-digit number and email Dean and he will input it. Bob M. said we should have a policy for the codes before we hand them out. Michelle reminded him that we can remotely open the church, and Dean will have a record of anyone who comes in. We need to collect all the keys and should change locks so we don’t get locked out. Lisa suggested adding this to the building use policy.
6. Capital Campaign: Dean reported that the initial phase of the campaign has been a success. We have received in cash and pledges more than the goals set. With the hubbub of summer, we have fallen behind in reaching out to the business and organizational contributions. We will have to make a commitment as a group to move forward with those goals. Lisa said at the meeting that since we have exceeded our goals, perhaps reaching out to businesses was not a priority right now. We agreed to discuss this more when we see the numbers for donations.
7. Dean said the trim of the church is in need of painting, ideally upon completion of the bell restoration, and we probably have the funds for this addition to the project. Bob said we have received $36,705, and Michelle said pledges have exceeded $60,000. Bob M says he’s concerned being the receiver of offerings is a stressor for Anne, who has had health issues since getting COVID, and that we should look for a replacement. The job entails getting collections each Sunday, depositing them, documenting the nature of deposits, special offerings, bookkeeping system, year-end reporting to donors, and a role in the budgeting process. Bob suggested asking Bill Kneebone.
Capital Campaign
1. The April 28 SINGO event netted $1120. The rest was discussed in the previous item.

Other Business
1. Thermostat update – Bret will have a new thermostat on before the heating season.
Treasurer’s Report – Bob submitted the May-August Treasurer’s Report by email. Highlights:
1. He received a Domain Listings bill for $200; Lisa said it was spam.
2. He asked Laura about the Deacon’s fund, and she confirmed that it’s the discretionary fund. Bob said that in his past experience, the discretionary fund was more discreet, and suggested we create a mechanism where only Michelle, the head of Deacons, and the Treasurer or check writer (George Thomson) see who the recipients are. We should ask for money to go into it in 6 months. There’s $1,200 in the fund currently. All agreed to this change.
3. Bob sent the treasurer's report in July. We are behind in contributions, tracking like previous years; the rate will likely kick up in December.
4. Bret moved to accept the Treasurer's Report, and Laura seconded. Motion passed.

New Business
1. Bob said a new Vermont insurance requirement for nonprofits became active on July 1, and the church is no longer exempt from paying into the unemployment fund. The deadline to register is the end of August. We need to identify who we are claiming as employees, and then decide to pay 1% of payroll into the pool or pay unemployment claims ourselves. Since there is minimal exposure, he recommended we claim them all as employees and self-insure.
2. He proposed the following budget schedule for 2025: a pledge campaign in October/November, ending before Advent, to help us budget for the year. He encouraged the Board to look at the budget and make asks or recommendations, unconstrained. He suggested maybe more programming content at the Annual Meeting and less boring money stuff.
3. Financial Reports Tutorial. Need to do in-person; this was deferred for time.
4. Donate Button on the website – Bob said he could sign us up with a Square Account, and put a link on the website that would go right into our bank account. We could also get Square readers if we have any function. Bob and Lisa will work together on integration. Lisa mentioned that encouraging online giving is good for our budget.
5. Credit Card for the church for small expenses. Bob said Berkshire Bank can provide a basic card with no annual fee, linked to our checking account, to simplify the reimbursement process. It would be in Bob’s name. He drafted a credit card policy and sent it right before this meeting. It includes preapproval from the executive committee. He suggested a $1,500 limit. Laure made a motion to obtain a credit card with a $1,500 Visa from Berkshire Bank. Lisa seconded. Motion passed unanimously.
6. Bob proposed opening a business savings account at Berkshire Bank with 4% interest. Laura made a motion to open a business savings account at Berkshire Bank. Lisa seconded. Laura made a motion to have George Thomson be co-signer in addition to Bob. Lisa seconded. Both motions passed.
7. The payroll question was tabled for time.
8. Insurance review. Bob said he thinks our insurance premium is too high compared to his past experience with another church. He wants to review our current policy with our rep at the Insurance Board. He needs help from Trustees to fill out the questionnaire/assessment in late August. Laura suggests Jim Peplau. The Board gave him the go-ahead to proceed.
9. Parsonage Sale Fund - Bob said we need to develop a policy for using the funds derived from the sale of the parsonage that includes how we are going to invest it, and how we are going to use it. He thinks it should be a congregational vote and the committee should come up with a recommendation, such as drawing from in a prudent manner or as a rainy-day fund.
10. Lisa recommended we hold a special meeting on financials in advance of the Annual Meeting.
Next Meeting Date
1. The next meeting was set for Monday, Aug. 26, 2024, at 530 PM to focus on financial matters.
Meeting Adjourned by Laura Creaser at 7:18 PM

Minutes submitted by Lisa Hamm-Greenawalt, Clerk
Addendum: Following the meeting, Bret Harlow tendered his resignation from the Board. - LHG

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6/5/2024 0 Comments

6-5-20204-Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wednesday, June 5, 2024, at 5:30 PM

Minutes

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present: Laura Creaser, Michelle Fountain, Andy Otnicky, Lisa Hamm-Greenawalt, Dean Alexander, Bret Harlow
Present by Zoom: Bob Malecki
Absent: None

Call Meeting to Order – The meeting was called to order by Laura Creaser at 5:33 PM. Michelle led an opening prayer.
Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the April 3, 2024, meeting. Dean made a motion to approve the Minutes, and Bret seconded. The motion was approved unanimously.
Treasurer’s Report –
1. Bob had submitted the May Treasurer’s Report by email. Dean made a motion to accept the treasurer’s report. Andy seconded. The motion was approved unanimously.
2. Ring Out Love - $64,700 has been pledged, including $32,000 in the bank. There is also $12,500 donated as seed money, which has been released to the campaign.
3. Bob wants to review the new financial statement formats in person at the summer meeting.
4. Bob made a proposal to modify the annual budgeting timeline, to create more structure around targets and give the executive board more time to review. He proposed the following timeline, to be discussed and decided on at summer meeting:
  1. Oct – prepare a draft budget with deacons, trustees, and Michelle. It would set a target/goal level.
  2. Nov – conduct a pledge campaign to get an estimate of giving.
  3. Early Jan – Tweak budget based on pledges.
  4. Mid-Jan – Put the budget out to the congregation in advance of the Annual Meeting in late January.
5. Bob proposed a higher hourly rate for cleaning services. Colleen has been with us since 2014 and has been paid $12.50 an hour the whole time. If aggregated, it should be $16 an hour now. Karey makes $15.93 an hour; he proposes matching her. Dean made a motion to raise Colleen’s salary to $16 an hour starting July 1, and to readdress the salary issue on Jan. 1, 2025. Andy seconded. The motion passed unanimously. Laura will communicate the raise to Colleen with a thank you card.
6. Examine policies covering the Building and Vanguard funds - Bob will address this at the summer meeting.
7. Research payroll services options for Pastor Michelle and direct deposit options for other UCL service providers - Bob started this and will continue. Quickbooks could handle payroll and do direct deposits for staff and providers, but the cost is $600 a year. He is looking into Berkshire Bank. Michelle should be getting paid in the usual payroll tactics. Bret looked into direct deposits for his company and pointed out that they lag a week.
8. Research potentially lower-cost insurance options for the church - looking at this for the summer meeting.
9. Lisa suggested a website DONATE button and encouragement of electronic giving. Bob suggested this could possibly through Square, which is connected to Weebly, our website interface. Again, action postponed until some research can be done.

Pastor’s Report – The Pastor’s report was sent to the Board via email. Highlights:
1. Michelle finished her pastoral preparation last weekend. This Sunday afternoon, she will get her diploma at Castleton Church.
2. She is taking one course this summer, online on Christian wisdom.
3. She is attending racial justice task force meetings.
4. Pastoral visits are way up, partly because members are in Rutland medical facilities, near her home. Laura Caravatt and John Wu are both home. She has also visited Ralph Pace, Brenda Dansingburg, and the Almonds.
5. She held a Celebration of Life of Sylvia Williams last month. Pat Liao’s is this Sunday.
6. She expressed thanks for Lisa overhauling and taking over management of the website, and Lisa told people what it now offers, including pastors’ sermons, regular updates and a calendar.
7. She is concerned about gaps in services, and thinks perhaps we could hold a resource fair or assemble small groups to discuss what is needed in the community, such as an informational evening for aging people. Lisa pointed out that Senior Solutions is holding an Aging Successfully Fair next Friday; she will pick up fliers for Michelle.
8. The Building Inclusivity Team will take the next steps this summer.
9. Michelle will be gone to Savannah for a week in July to take a course for school. Has a vacation day left from May. Aug 11 week she will be
10. on vacation.
11. Wild Church and Annual Picnic will be held on July 21st, and we will celebrate Michelle Fountain’s graduation.
12. She is considering doing another Holy Hilarity Sunday but hasn’t decided on the date.
Deacon’s Report
1. Membership Lists - Laura turned the two lists into three: Active, Inactive and Former Membership Lists. Michelle suggests we print them out and put them in a binder. Andy says to make sure Anne has these lists.
Trustees
1. Capital Campaign. Dean reported that we have exceeded our goal. Should we still reach out to the community for support? Dean has written a letter to businesses and associations. Michelle said it should say “at least $50,000.” Dean sees other needs such as painting that we didn’t include in the goal, and not all the money is in. Lisa will edit the letter. The bell can be used to commemorate big events and special occasions. Lisa is also updating the business spreadsheet.
  1. Projects: On the Bell, we’ve had two visits for measurements. It won’t be done till fall. Sound system - they have everything in except microphones, which are still being fabricated.
  2. Michelle raised the issue of how we should let the congregation know what we have collected. She suggested telling people who ask that we have collected $32,000, and we have some more pledges.
  3. “SINGO for the Church Bell” event publicity - Lisa has sent press releases and put the event on local online calendars, the website, and Facebook. She has created flyers and will print them Sunday and put them up around the church. Lisa will announce the event on Sunday, and ask people to put posters up around the community.
2. Thermostats: Bret presented two online programmable thermostats, Nest ($250 X 2) and Ecobee ($178 x 2). Nest is more expensive and requires batteries. Ecobee can be put on current wiring so no batteries. They can learn our schedule and adapt to the need to warm people before meetings; setting can be overwritten. Bret can install the Ecobee. Dean made a motion to purchase two of Ecobees. Laura seconded. The motion passed unanimously.
3. Keyless entry: Dean reported that he got a recommendation from Springfield locksmith to add deadbolts at the front and back, which can be operated using a keypad or Wifi, so that we can remotely open the building without giving a code or a key. The existing knobs would be left unlocked and just the deadbolt would be used for locking. The cost is $200-250 per unit, plus $75 per unit to install, plus a service fee. Total $180. Dean didn’t have the exact numbers with him and will send info and recommendations by email. We will do an email vote.
New Business
1. Dean said we received notification that Bob Smith passed away in 2023 and named us as a beneficiary of his will. He signed a 30-year lease agreement with Magris Talc to give them mining rights to his land in 1994. We are to receive 4 percent of the payout, up to $400,000. He still needs to confirm the amount we are to receive, but it’s about $16,000. The will is being contested because he made a new will 4 months before he died and cut out his son, who was a major beneficiary. Probate court is still considering; Dean is attending meetings. This will affect the timing of the receipt of the bequest.
Next Meeting Dates
1. The next meeting was set for Wed., Aug. 7, 2024, at 5:30 PM.
Laura made a motion to end the meeting. Dean seconded. The motion passed unanimously. The meeting was adjourned by Laura Creaser at 655 PM.

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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4/3/2024 0 Comments

4-3-2024-Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wednesday, April 3, 2024, at 5:30 PM

MINUTES

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present by Zoom: Laura Creaser, Michelle Fountain, Andy Otnicky, Lisa Hamm-Greenawalt, Dean Alexander, Bret Harlow, Bob Malecki
Absent: None

Call Meeting to Order – The meeting was called to order by Laura Creaser at 5:40 PM. Michelle led an opening prayer.

Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the Jan. 15, 2024, meeting for approval. Dean made a motion to approve the Minutes, and Bret seconded. The motion was approved unanimously.

Pastor’s Report – The Pastor’s report was sent to the Board via email. Highlights:
1. Michelle’s license is up for renewal this summer, and she needs someone to submit the paperwork on behalf of the church. Laura volunteered to do it. It will probably be for 2 years.
2. She hopes to take a class this summer.
3. Michelle plans to attend the Windham Union Association Meeting in Manchester on April 28 at 2 PM, and asked to clarify that the Capital Campaign Kickoff will be over in time.
4. Michelle did fewer home pastoral visits in the winter, due to weather and her school schedule. She did visit with Christine Boardman at her home in Springfield in February.
5. Michelle has been checking in on Bob and Ginny Kottkamp, as Ginny deteriorates and Bob needs caregiving support.
6. Michelle was approached by a transgender woman who just moved to Ludlow and is interested in our church. Michelle told her she would be welcome and connected her with Christine Boardman. Lisa also offered to be a contact.
7. Michelle is planning with the family a June 22 service for Richard Dansingburg.
8. A memorial service for Sylvia Williams, not a member, will be held in the church on May 11. Michelle is asking the family to donate her $200 fee to the bell fund.
9. We inducted three new members in January. June Capon is still interested, and Michelle may approach Donna Tedford as well. If so, she may hold a new member class.
10. Sixteen people attended the Maundy Thursday Service. Lisa inquired about the possibility of Zoom transmission next year. Michelle responded that she wasn’t sure it was logistically possible but would consider the suggestion.
11. Michelle will be on vacation from April 12-21. Mary Owen will preach on the 14th and Bruce Bishop on the 21st. She will coordinate with them and Laura on the bulletin. Michelle suggested having someone local as a pastoral backup, although she is available remotely; she and Laura will coordinate this. She is taking no Sunday off in May, to save an extra Sunday in July, but is taking June 2 off. Laura will find someone to fill the pulpit.
12. New Mission and Vision – Michelle wants to circle back to the ONA process, and will assemble the Building Inclusivity team to consider next steps, as the Mission and Vision evolved from that process. She recently met with Chris Heinz, who led this process in Bristol, and got some resources.

Treasurer’s Report – Bob submitted the Jan-April Treasurer’s Report by email. Highlights:
1. Annual Report – Bob identified an inconsistency in what we have been paying toward Michelle’s pension from what is in her call. Typically the contribution is a percentage of the pastor’s total compensation package, which comprises salary and housing, but Michelle’s UCL Call spells it out as 11% of Michelle’s salary only. He said the church needs to modify the Call to reconcile this discrepancy, to comply with Pension Board regulations.
  MOTION: Lisa made a motion to modify the Call to reflect that the church’s contribution to the pastor’s pension should be 11% of the total compensation package, which includes salary plus housing. Laura seconded. The motion passed unanimously.
2. Ledger Change – Bob requested permission to move the finances from Quicken to the more appropriate Quickbooks, at a cost of about $100 a year.
  MOTION: Dean made a motion to proceed to sign-up with QuickBooks to manage United Church accounting. Lisa seconded. The motion passed unanimously.

Deacon’s Report
1. Laura said the five deacons we have are adequate right now. The deacons are meeting this Sunday on next steps for membership lists. She sent out the Capital Campaign letters to everyone who was in the church directory, then the active membership list, then the inactive list. She removed those that passed away, or who were no longer interested.

Trustees
1. Memory Funds: Laura opened a discussion about what to do with monies given in memory of a member who has passed. Recent donations came in memory of Ann Matalonis, Susan Kneebone, and Janet Pace.
  MOTION: Dean made a motion that we create a Memorial Fund and decide what to do with it at the end of each fiscal year based on church need, unless the donors specify a preference. Lisa seconded. The motion passed unanimously.
2. Church Access: The Board discussed the need to get more control over who’s coming and going into the building, agreeing that we need to create a list of people who have a key. Laura, who has been overseeing building use and access, recommended we either change the locks and get new keys, or create a Keyless Entry System with a keypad, at a cost of $150-$200, plus installation. Dean volunteered to investigate keyless options. Bob expressed concern that having keyless entry would compromise security. Dean said there are also remote apps that would allow us to unlock the door remotely instead of giving people access information.
3. Thermostat: Dean said he also wants to look into a remotely programmable thermostat. Bret volunteered to research this. Dean and Bret will coordinate with each other and send us information by email.
4. Carpet: Laura reported that the carpet was cleaned and we were generally pleased with Bob Sanford’s work.
5. Security System Alarm: Dean said Countryside Locks replaced the battery in the security system alarm.

Capital Campaign
1. Dean said donation requests have been mailed to church family, members, and close friends. We sent a different letter to the inactive list.
2. Lisa sent a press release about the April 28 Community Kick-Off to local papers, and Michelle suggested adding Vermont Standard.
3. Dean said the next step was to post a flier on community bulletin boards. Lisa prosed to create it. Dean said he was also adding a new letter to Google Drive asking supporters to reach out to people they know.
4. He did not have a report yet on donations or pledges, but promised to ask Anne Oakes.
5. Planning was beginning for the April 28 event. Laura said she would make an announcement from the pulpit asking people to bring food and drinks. She said she would also enlist the deacons.
6. Laura sent out the appeal letter by email, but was dissatisfied with the format. She suggested that in the future, Michelle or Lisa can send such email communication.
7. Laura asked, since the church is on the National Registry of Historic Places or Preservation Trust of Vermont (which has grants we could apply for), do we have to contact anyone to tell them we’re restoring? Dean and Andy said we were replacing, not changing, so it was not necessary. Dean mentioned other grant opportunities that churches can qualify for. Michelle said Fra and Carol Devine have some experience and could give some guidance on grants; Dean will reach out to them. Bob said the Chime Master Company that is supposed to do the work hasn’t cashed the check sent 5 weeks ago; Dean will check on status.
8. Other bell donation opportunities – Laura said we never thought about asking people to give to the bell in memory of someone. Dean thought a community request to have the bell rung for something special for a fee might raise funds for ongoing maintenance and increase visibility. Lisa mentioned putting that money in a bell fund for maintenance. No decisions were made on these items.
9. Lisa reported that thank you notes, envelopes, and return address labels have been ordered and will be delivered to Laura next week.

Other Business

Andy noticed that water drips off the church onto the edge of the steps at the front entrance, and that the trim is starting to deteriorate. He said we should consider getting that redone in spring. Dean concurred, and mentioned painting the belfry when the bell is done; he said the trustees will look at both of these needs.

Next Meeting Dates
1. The next meeting was set for Wednesday, June 5, 2024, at 530 PM

Meeting Adjourned by Laura Creaser at 6:49 PM

Minutes submitted by Lisa Hamm-Greenawalt

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2/12/2024 0 Comments

February 12th, 2024

United Church of Ludlow
Executive Board Meeting
Monday, Feb. 12, 2024, at 6:15 PM

MINUTES

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present by Zoom: Laura Creaser, Michelle Fountain, Andy Otnicky, Lisa Hamm-Greenawalt, Dean Alexander, Bret Harlow, Bob Malecki
Absent: None

Call Meeting to Order – The meeting was called to order by Laura Creaser at 603 PM. Michelle led an opening prayer.

Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the Jan. 15 meeting for approval. Bret made a motion to accept, Laura seconded, motion was approved unanimously.

Pastor’s Report – Sent to the Board via email and attached below. Bret asked what boundary training is; Michelle said it’s a way for pastors to know when there is abuse in case it needs to be reported. The Mission and Vision will be voted on as part of the Annual Meeting.

Treasurer’s Report – Lisha submitted the November and December financial reports by email. Highlights:
1. Annual Report – Lisha will print out 35 copies of the Annual Report and add Mission and Vision. Sent email to Dean regarding façade cost. Updated slate of officers. With new treasurer Bob Malecki. We will be looking for new deacon. She sent the proposed budget as of December 2024 with updated figures and December Treasurers Report. People are being mailed their 1099Cs. No online version for people to access on Zoom. Karey can mail to anyone who wants a copy. Lisha will be the moderator. Dean will discuss the capital campaign. We also have to vote in the entire slate of officers, including the new treasurer. Have the secretary cast one vote for the slate if there’s no opposition.
2. Laura asked Lisha to help with the transition to Bob Malecki as incoming treasurer, in conjunction with the other account signatory, George Thomson. She mentioned that she cannot find the second key to the safety deposit box at the bank, which she hasn’t used for years; George Thomson has the other. She will pay for a new copy. Dean suggests they open the safe deposit box to see the contents, make a report, and get a second key. Lisha will drop the treasurer’s materials at church by Jan. 28. Andy will make sure Bob has a key to the church.

Deacon’s Report

None

Capital Campaign
1. Dean – church bell and sound system projects. Need deposits of $405 to initiate, the total, including foundation façade, will by $45-50k. We have $13,150 in the account, designated toward the foundation, and one of the major donors had no problem if the money were used elsewhere.
2. Other funds include two entities with suggestions for matching funds grants, $10k and $2,500. This brings us to over $25k, more than halfway to completing all 3 projects. He suggested we use additional monies in the building fund and nest egg if we don’t raise the money. He proposed we move ahead. He suggests we use money from the building fund to make a down payment for repairing the bell and PA system – $17-$18k. Once projects are completed, we will have started a capital fund drive, to see if there’s other grant money available through UCC.
3. Lisha suggested that our account at VSECU still contains $90K from the sale of the parsonage, which could be tapped for some of this work. She feels the congregation should approve any expenditures of this nature. Laura suggests we do that at the Annual Meeting, that Dean presents this to the congregation, and we will take a vote to move forward. Lisha also suggested asking the congregation their priorities among bell, sound system, and façade. There was some discussion about who would do the façade/masonry work, since the contractor Dean had found has fallen through. Andy saw an ad for a mason in a local paper and offered to make a phone call, which Dean endorsed. Lisha said Jim Peplau has also mentioned that the church was painted years ago, and wondered if we need to repaint. Andy pointed out that the paint is in good shape, was good quality, and has not peeled.

Other Business

Use of Building – George Thomson sent an email today that WCYS wants to use the fellowship hall next Thu and Fri for their training. Windsor County Youth Services, which works with at-risk students, lost their house in Ludlow. Laura proposed that motion. Dean seconded. All in favor. Passed unanimously.
Office Equipment – Lisa ended the Canon contract and discovered we were paying for maintenance, but own the old printer. We need to find a worthy donation recipient or sell it, or ask Matt if he knows anyone who could use the printer. If he knows anyone we could donate it, to we could donate.
Coffee hour signups –Lisa redid the calendar to add cleanup.
Shoveling – Dean’s shoveler bagged out in late November. James Kilgus from Chester has been hired to shovel. He charges the same rate as Adam, $15 for the first half hour, $30 an hour.

Next Meeting Dates –
1. The Annual Meeting will be held Jan. 28, 2024, after church.
2. As meetings are now quarterly, we set the next meeting date for Wednesday, April 3, 2024, at 6 PM. Laura will run the meeting.

Meeting Adjourned by Laura Creaser at 7:06 PM

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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1/15/2024 0 Comments

1-15-2024 Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wednesday, Jan. 15, 2024, at 6:00 PM

MINUTES

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present by Zoom: Laura Creaser, Michelle Fountain, Andy Otnicky, Lisa Hamm-Greenawalt, Dean Alexander, Bret Harlow, outgoing treasurer Lisha Klaiber, incoming treasurer Bob Malecki
Absent: None

Call Meeting to Order – The meeting was called to order by Laura Creaser at 603 PM. Michelle led an opening prayer.

Minutes – Board Clerk Lisa Hamm-Greenawalt presented the minutes from the Oct. 30, 2023, meeting for approval. Bret made a motion to approve the Minutes, and Laura seconded. The motion was approved unanimously.

Pastor’s Report – The Pastor’s report was sent to the Board via email. Bret asked what boundary training is; Michelle said it’s a way for pastors to know when there is abuse in case it needs to be reported. The Mission and Vision will be voted on as part of the Annual Meeting.

Treasurer’s Report – Lisha submitted November and December financial reports by email. Highlights:
1. Annual Report – Lisha will print out 35 copies of the Annual Report and add the proposed Mission and Vision. She has sent an email to Dean regarding the façade cost. Lisha sent the proposed budget as of December 2024 with updated figures, and the December Treasurers Report. People are being mailed their 1099Cs. There is no online version of the Annual report for people attending via Zoom to access, but Karey can mail a copy to anyone who requests it. Lisha will be moderator of the Annual Meeting. Dean will discuss the proposed Capital Campaign. We also have to vote the entire slate of officers in, including new treasurer Bob Malecki.
2. Laura asked Lisha to help with the transition to Bob Malecki as incoming treasurer, in conjunction with the other account signatory, George Thomson. She mentioned that she could not find the second key to the safety deposit box at the bank, which she hasn’t used for years; George Thomson has the other. She will pay for a new copy. Dean suggested they open the safe deposit box to see the contents, make a report to the Board as to the contents and whether it’s still needed, and get a second key. Lisha will drop the treasurer’s materials at the church by Jan. 28. Andy will make sure Bob has a key to the church.

Deacon’s Report
1. Laura said the church is looking for new deacons.

Capital Campaign
1. Dean reported on the church bell and sound system projects. He said we need deposits of $405 to initiate; then the total, including the foundation façade, will be $45-50,000. He said we have $13,150 in the account designated toward the foundation, and one of the major donors had no problem if the money were used elsewhere.
2. Other funds include two entities with offers of matching funds, $10,000 and $2,500. This brings us to over $25,000, more than halfway to completing all three projects. He suggests we use additional monies in the building fund and nest egg if we don’t raise the entire amount, and proposed we move ahead with a Capital Campaign. He suggests we use money from building fund to make a down payment for repairing the bell and the PA system, at a cost of $17-$18,000. We should also investigate if there’s other grant money available through the UCC.
3. Lisha suggested our account at VSECU still contains $90,000 from the sale of the parsonage, which could be tapped for some of this work. She said she felt that the congregation should approve any expenditures of this nature. We agreed that Dean will present this to the congregation at the Annual Meeting, and we will take a vote to move forward. Lisha also suggested asking the congregation their priorities among bell, sound system, and façade. There was also some discussion about who would do the façade/masonry work, since the contin a local paper.

Other Business

Building Use – George Thomson sent an email today that Windsor County Youth Services (WCYS) has asked to use the Fellowship Hall next Thursday and Friday for their training. the group, which works with at-risk students, lost their house in Ludlow. Laura proposed allowing WCYS to use the building for their training. Dean seconded. The motion passed unanimously.
Office Equipment – Lisa ended the Canon contract and discovered we were paying for maintenance, but own the old printer. We need to find a worthy donation recipient or sell it; we thought Matt Sydorowich might know of a group that could use the printer. We agreed Lisa will pursue when she returns in the spring.
Coffee Hour Signups – Lisa redid the calendar to add cleanup, created a version that runs through May 2024, and asked the Board to keep it going over the winter..
Shoveling – James Kilgus from Chester has been hired to shovel, for the rate of $15 for the first half hour, or $30 an hour.

Next Meeting Dates
1. The Annual Meeting will be held on Jan. 28, 2024, after church.
2. As meetings are now quarterly, we set a next Executive Board meeting date of Wednesday, April 3, 2024, at 6 PM. Laura will run the meeting.

Meeting Adjourned by Laura Creaser at 7:06 PM

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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10/18/2023 0 Comments

10-18-2023-Executive Board Meeting Minutes

United Church of Ludlow
Executive Board Meeting
Wednesday, Oct. 18, 2023, at 6:30 PM

MINUTES

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149

Present: Laura Creaser, Michelle Fountain, Andy Otnicky, Lisa Hamm-Greenawalt, Dean Alexander, Bret Harlow, Lisha Klaiber
Absent: None

Call Meeting to Order – The meeting was called to order by Laura Creaser at 632 PM

Minutes – Board Clerk Lisa Hamm-Greenawalt presented three minutes for approval – one from the May 23, 2023, Board meeting; one from the May 28, 2023, ad hoc Board Meeting to approve an increase in the weekly stipend for pianist Terry DeYoung; and one from the July 17, 2023, Special Congregational Meeting to install Nancy Martel as deacon. Lisha pointed out that all minutes should say Executive Board instead of Board of Trustees. All three minutes were unanimously approved with that correction.

Pastor’s Report – Michelle submitted her pastor’s report by email before the meeting. Highlights:

Mission and Vision – We discussed the Mission and Vision created by several church committees. Laura suggested we publish them in the bulletin, then ask the congregation to vote on them at the Annual Meeting. Lisha suggested adding “through Christ” after love. Lisha made a motion to add “through Christ” after “love” in the Vision. Laura seconded. Discussion: Dean said he preferred to refer to Christ in the Mission Statement. Lisha amended her motion to reword the Mission statement to “Striving to Live God’s message of inclusive love through Jesus Christ in our community and world.” Laura accepted amendment. The Vision would be left as it is. The motion passed unanimously. It was agreed that Michelle would present it to the congregation on Nov. 5 service, as follows:

MISSION -Striving to live God’s message of inclusive love through Jesus Christ in our community and world.

VISION - As we strive to live God’s message of love, we:
Welcome everyone,
Celebrate diversity,
Nurture spiritual growth,
Work toward peace and justice,
Serve our community and world.

The Board gave Michelle permission to renew the church’s CCL license for 2024 in November. Lisha will shift that money to a music line in the budget from travel.
Holiday Season – Christmas is on a Monday, so will do Christmas Eve in the evening Sunday at 6 PM and conduct one service to cover both days. Michelle ordered bulletin covers. The Altar Guild will take care of flowers. We’ll do caroling again, biut not the cookie event. Michelle will update the website.

Treasurer’s Report -- Lisha submitted September financial reports by email. Highlights:
1. Budget at ¾ of year. We are at 64% of estimates of giving but other giving up – at 75%. Outreach – 3rd quarter money has gone out. Insurance is up tremendously (through UCC). Advertising – we usually do Christmas ad in the paper but quite expensive. Supplies and expenses (coffee and paper)
2. We recently received an $1,800 bill for September servicing of furnace, which was not in the 2023 budget. Dean, who oversaw the repairs, said UCL is playing catchup from previous neglect. Irving serviceman told Dean the system is in good shape for its age of 25 years. Propane (for office and stove) below.
3. 2024 Budget – The change in the fiscal year from Sept. 30 to Dec. 31 requires changes in the budget preparation process. Lisha will prepare a budget draft based on December numbers. In mid-January, we will have all bank statements in, and she can finalize the budget. She will email the budget to the Board and we will approve it virtually.
4. Annual Report – The Annual Report can come out at end of January for Annual Meeting. Lisha will put together, print and copy Annual Report, which will include the Deaconate, Outreach, Pastor, and Treasurer. For Annual Report’s Slate of Officers, all people on it are renewed. Bob Malecki will be the new treasurer. Anne and Lisha expire this year. Anne will stay on as Receiver of Offerings. Dean, Bret, Laura, and Andy are continuing as trustees. Lisha will stay on as deacon, as will Marge Macintyre, Sandy Peplau, Linda Thomson, and Nancy Martel. Dean will do the audit again. The Outreach Committee will remain the same.

Deacon’s Report
1. Laura said Nancy Martel is now officially a deacon. a member. Everyone doing a great job. The Pulpit is supplied through end of year. Christine, Jeremy and Bruce will substitute, and Mary is available.

Trustee/Building Report
1. Bell Repair – No progress. Dean said an anonymous donor is interested in paying for the bell repair.
2. Visual/audio technology for upstairs – Dean said he is back to original contact on this. We have a major donor who wants to help with this, but we want to give the congregation the opportunity to give as well. For anonymity, he suggested it was best to do a general capital fund drive to raise funds on our own, plus donations. Laura Caravatt’s daughter has offered some funding. Dean presented a first draft of a letter to the congregation, which he will email to the Board for feedback. Michelle suggested we wait mid-to-late November to ask for help with funding, to give people time to finish addressing flood issues. Michelle pointed out that this could take the place of a stewardship campaign, which we don’t do, we could mail the letter to congregants with the estimate of giving.
3. Bret said he will soon have a price for foundation stone.
4. Lisha said there is $25,000 in the Building Fund and $125,435 in the church operating account. Some of these funds could be moved into the building account to help pay for repairs.
5. Michelle suggests we spend $7,000 for the PA system. No one objected.
6. Dean and Bret have started contacting potential contractors. Dean will readdress to get up-to-date quotes.
7. Snow clearance – Richard, whose longtime volunteerism has been much appreciated, has become inconsistent about this, and this service is needed on a consistent basis. Dean is looking into a snow solution with Wayne, a handyman he knows who charges $30/hour. He doesn’t think we need to purchase a snow blower, which would cost $600-$800 minimum. The church provides sand and salt, and Dean will look into ice melt mats that need to be installed.
8. Maple tree is leaning against church. We need tree service trimming. Dean will get a tree guy to trim or take down as needed.

Old Business

Office Equipment Purchase - Matt Sydorowich of Ludlow-based Sydscompufix helped us use the $1,500 we allocated to purchase a new computer tower, monitor, keyboard, mouse, and printer, which he installed. He also upgraded our version of Microsoft Office for a flat fee, so we no longer need to pay for a monthly subscription. The original printer didn’t do double-sided printing but the replacement, $75 more but still within budget, did. Lisa was contacting Canon to end the maintenance contract. She also donated a chair and rubber mat to replace the broken ones she discovered in the office, and added a recycling bin.
Coffee hour signups – People have suggested we add cleanup to the Coffee Hour sign-up sheet. Lisa will redo calendar to add cleanup.
Multimedia – Lisa reported on her meeting with brother Peter Hamm, a former multimedia professional and now pastor of Pastor at Jacksonburg United Methodist Church in Ohio. (Their YouTube page is https://www.youtube.com/@jacksonburgunitedmethodist7999) Peter advised the following:

It is fair use to quote a song, a sermon, or a book in a broadcast service. You don’t need any license or protection, but should attribute the source.
If you have purchased the songbooks, you can use the music. Most of it is in the public domain anyway.
You should broadcast your announcements, because people beyond your church want to know what’s going on and it’s community building. However, joys and concerns are more private and can become a source for gossip.
He suggests starting the broadcast 5 minutes before service with a countdown. He says we can stream live simultaneously through YouTube and Facebook through restream, a service that costs $10 a month (https://restream.io/ or https://restream.io/upload-and-stream); both are better for outreach than Zoom. If people want the Zoom option for socialization following services, we could hold a Zoom coffee hour. Can try it for free.
Lisa suggested we continue this conversation at next meeting.

New Business

Church Directory - Pat Moore is taking pics for a virtual church directory, which is a Deacon’s project being led by Linda Thomson.

Next Meeting Date and Designated Chair –
1. We did not set a next meeting date or designate a chair to organize it.
2. We scheduled the Annual Meeting for Jan. 28, 2024, after church.

Meeting Adjourned by Laura Lienhard at 8:05 PM

Minutes submitted by Lisa Hamm-Greenawalt, Clerk

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