Executive Board Minutes

6/25/2025 0 Comments

United Church of Ludlow Executive Board Meeting - Wed., June 25, 2025

United Church of Ludlow Executive Board Meeting - Wed., June 25, 2025, at 5:00 PM EDT

United Church of Ludlow, 48 Pleasant St, Ludlow, VT 05149
Present on Zoom: Bob Malecki, Dean Alexander, Lisa Hamm-Greenawalt, Laura Creaser, Pastor Michelle Fountain
Absent: Nancy Martel, Loren Stolp, Bill Kneebone, Andy Ohotnicky

Call Meeting to Order – Welcome/Introductions/Announcements - Laura Creaser called the meeting to order at 5 PM.
Opening Prayer – Michelle led an Opening Prayer.
Minutes Approval – We reviewed minutes from the May 14, 2025, board meeting. Dean made a motion to accept the minutes, Laura seconded. Minutes were approved unanimously.
Pastor’s Report and ONA update-Michelle
1. Licensing meeting last week - Michelle thanked Lisa, Laura, and Christine, who wrote letters in support. Michelle’s license was renewed for 3 years, ending in 2028.
2. She is taking a personal retreat July 31-Aug 2. Coming back Aug 1 to do a memorial service for former member Shirley Pratt. The family is renting the Fellowship Hall for the reception for $100. Needs a volunteer to lock it up at the end. Lisa volunteered.
3. Karey is taking time off to become an aquatic instructor. Michelle will be doing bulletins while she is gone or will get information to her earlier.
4. Michelle attended a Windham Union Assn meeting May 18, with information on refugee care and disaster care. She is on the Justice and Ministry Committee, and reported that last month it discussed donating money for reparations to gospel groups, but they recommended small churches combine their donations to make more of an impact.
5. Visitations - Michelle visited Mary, Ralph, Anne and Andy
6. There is a struggling family at church. We hope to enable them to be in a better place. Michelle is counseling them. Dean suggested Michelle have a confidant, and Michelle said Bob Malecki made sense since he is the treasurer. Bob suggested making sure the donated funds go to the minister’s discretionary fund.
7. ONA - signs. Michelle approached Signs of Distinction in Shrewsbury to get a sign made with our ONA/Reconciling identity. He quoted $350-$400 for the addition to hang below the current sign, $2237 for a new sign. Lisa will provide art to Michelle again.
  MOTION: Lisa made a motion to spend $350 to $400 to have Signs of Distinction of Shrewsbury create an addition to the current sign (the white version indicated in the illustration Michelle provided). Laura seconded the motion. Discussion: Bob mentioned that this amount was added to the marketing budget for ONA support, so we have the needed funds. The motion passed unanimously. Michelle will contract with the sign company to get the sign created.
8. Books have been moved into the Sunday School room. Disaster kit remaining money should be spent so that we can send a photo to the conference. Michelle will do that this summer, as well as looking over historical records.
9. This Sunday is Communion Conversation Church in Fellowship Hall. Lisa volunteered to help with the kids.
10. Michelle will be on vacation in Portugal June 30-July 13, and has Springfield Congregational Pastor Michael Mario filling in to cover pastoral needs. Deacons have the pulpit covered.
11. Wild Church will be held at Fra and Carol’s on July 20.
12. Michelle is thinking of doing an afternoon VBS in August, with crafts, songs, activities, stories, followed by an intergenerational potluck in the evening when the kids can share a song or story. She wants to spend $100 on supplies; Bob says there’s enough in the Christian Education budget.
13. Bob Kottkamp is having the celebration of life service for Ginny on Sept. 27. He will be here this weekend in Ludlow.
14. Some folks are interested in becoming new members. She will put together a new members' class in August.
Deacon’s Report - Laura.
1. Deacons are set through September. Pulpit coverage includes Laura, Bruce, Jeremy in Aug, Hannah in September.
2. Deacons are asking people to stay in their seats in silent reflection during the postlude, and Deacons will extinguish the candles during the postlude. Dean mentioned it’s important to tell people to leave quietly if they must, and that Terry play something appropriate for reflection and to leave the fun tunes for after the postlude.
3. Laura said her son-in-law Drew is doing badly, and she will be going down to Texas on July 21 and will probably stay the rest of the summer helping the family. She may need to pull back from her role in the church for a while.
Trustees Report-Dean
1. Work has begun on furnace replacement and tank removal. Should be done this week.
2. He is waiting for the finalizing date for painters.
3. He asked Laura about the handrail guy, waiting on the report.
4. He said fire extinguishers were out of date, because the company that took care of them went out of business, and we missed inspections. George Thomson got them repaired and back in place.
5. George is working with Countryside Alarm to get the alarm system beep error repaired.
6. Wayne Hammond put in the parking sign with a permanent post as a donation. Michelle will send him a thank you.
Communications Report-Lisa.
1. Nothing unusual. Website and social media maintenance.
2. Michelle said we could plan the Ring the Bell celebration, a community celebration/ice cream social, for after the new sign is in place.
Treasurer’s Report -Bob
1. He, Fra and Laura are going through the bylaws for revision.
2. Insurance - Bob finally heard back from underwriters, and changing to their Flex plan for small churches will save us $1,600 annually. A new service or monitored fire alarm service would save us more, so we’ll ask for another review in the fall to get more savings.
3. Operation cost savings - he suggested writing policies for various things, including a safe church policy for abuse prevention, in the next year. Michelle said there are model safe church policies. Bob wrote the safe church policy for his prior church, recommended a 2-3 person team for that, and volunteered to be involved. Michelle also volunteered.
Old Business - none
New Business - none.
Set next meeting - The next meeting was set for Aug. 6 at 5 PM. In case Laura is in Texas, Michelle will set up Zoom, and Dean volunteered to create the agenda and run the meeting.
Adjournment - Lisa made a motion to adjourn. Dean seconded. The motion was unanimously approved. Laura adjourned the meeting at 545 PM..

Minutes respectfully submitted by
Lisa Hamm-Greenawalt

ADDENDUM

Pastor’s Report
Date: June 25, 2025
Professional Development

I had my license renewal meeting with the Ministerial Standings Committee of the Vermont Conference UCC on June 16th and my license to the United Church of Ludlow has been renewed for three years. Thanks to Lisa, Laura, and Christine for filling out the required forms for our church.
I will be on a personal planning retreat from July 31-August 2 at the Mercy Eco-spirituality Center in Benson, Vermont. EcoMinister Heather Wolfe, who hosts Wild Church in Woodstock, will join me for part of that time so I can learn from her.

Greater United Church of Christ Connections

I attended the Windham Union Association Meeting on May 18 at Westminster West Church. We had a vibrant worship service centered around the history of certain hymns. We then had a presentation from the Interfaith Youth Group on their trip to Asheville, North Carolina. Twelve youth from 13-22 participated. They have Christian, Jewish and Muslim members. Their group includes refugees from the Congo. They worked on hurricane and poverty relief. They worked with Asheville Youth Mission and many other organizations. It was a very moving presentation. Our church gave them $100 for this mission. We also heard from Joe Wiah, the Executive Director of the Ethiopian Community Development Council of Brattleboro about their refugee resettlement work. . They have the lowest out migration of anywhere. The refugees stay in the area rather than going to other states. They have said that they feel at home and welcome. There are about 375 refugees in Brattleboro and about 450 in Bennington. Currently, they are supporting previous refugees through private donations as the federal program and grants have stopped.
I continue on the Justice and Witness Ministry Committee. Right now, they are working on upcoming webinars on justice topics and seeing if those who passed the motion to support Black composers and musicians want to pool funds annually to make a greater difference. The Green Mountain Gospel choir may be the first recipient.

Visitations

I visited Anne and Andy. Ralph Pace and Mary Owen and keep in touch with others via phone and email.

Church Activities

I have worked to coordinate support for a church family who was struggling. I am pleased to report that many individuals in our church have come forward with donations to support the family and it looks like they are in good shape as a result.
I worked with Signs of Distinction in Shrewsbury for more welcoming sign options due to our Open and Affirming/Reconciling Vote. Our Building Inclusivity Team reviewed the sign options and recommend that we go with an addition to our current sign (option #1 attached), which can be created for $350-400. The Team also recommends creating a rainbow welcome sign as a group project to place near the front door of the church. I do not yet have estimates on what that would cost but believe it would be fairly minimal. We would also like to consider adding a small sign noting the church name on the back of the church somehow but did not consider what that should be yet. I have also included the designs for a brand new sign created by Signs of Distinctions for your reference although the committee is not recommending that. The estimated cost for a new sign would be $2237.50.
Karen and Tim Williams organized the books from the lending library table onto shelves in the Sunday School room.
I will work to further organize the Sunday School room and make sure our Disaster kits are complete this summer. I plan to also work on some of our historical records.

Upcoming Events/Plans/Requests:

Communion Conversation Church in the Fellowship Hall with a Potluck brunch this Sunday, June 29. We will still have Zoom but they will converse with each other when the question portions come up.
I have several people interested in membership so will plan a new member class for after I return from Portugal.
Russ and I will be on vacation in Portugal June 30-July 15 -Michael Mario from the Springfield Congregational Church is available for emergencies.He can be reached at 802-579-5230 or [email protected] Laura is leading a Hymn Sing July 6 and Bruce Bishop is covering July 13.
Wild Church will be July 20 at Fra and Carol Devine’s property in Belmont.
I have a graveside service for Shirley Pratt on August 1 (I am returning from the retreat to do this). They are renting the Fellowship Hall for a reception after. Can someone cover that portion (the service is at 11am but they want to set up before) so I can return to my retreat?
I hope to do a one-afternoon Vacation Bible School for the kids sometime in August. My thought was to do a few hours with the kids then have a Potluck dinner for anyone in the church who wants to come and the kids can share a song and some crafts they made. Do we have some funds for this? (no more than $100).
The Celebration of Life for Ginny Kottkamp will be Saturday, September 27 in our church.

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5/14/2025 0 Comments

United Church of Ludlow Executive Board Meeting - Wednesday, May 14, 2025

United Church of Ludlow Executive Board Meeting - Wednesday, May 14, 2025 at 5:00 PM

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

Call Meeting to Order – Welcome/Introductions/Announcements - Laura Creaser called the meeting to order at 5:05 PM.
Opening Prayer – Michelle led an Opening Prayer.
Minutes Approval – We reviewed minutes from the April 2, 2025, board meeting. With the change from “Joan’s” to “Joann’s” Fabrics, the Minutes were approved unanimously.
Deacon’s Report – Laura Creaser said Pulpit Supply was set through August.
Pastor’s Report – This was previously sent by email by Michelle. Highlights:
1. Michelle will send her info for her credentialing to Lisa and Laura. This is done once every three years.
2. Conference Annual Meeting - United Church of Ludlow was recognized as an ONA, for giving to special collections, and for becoming a disaster hub. Michelle presented a resolution from the Justice Ministry Group about giving donations to black ministry groups when we sing negro spirituals, as a form of reparations. A new gospel choir is starting in Vermont. Michelle has been sending $50-$100 a year for this. Dean suggested that the funds could come out of the music budget. The Board agreed.
3. Thirteen people attended the Maudy Thursday Service with Stone Soup.
4. There will be a memorial service this summer in Vermont, possibly “Wild Church style,” for Ginny Kottcamp.
5. The Building Inclusivity Team is working on signage for the church. The Signage Subcommittee has come up with two main ideas - either an attachment under the current sign with images for the UCC and Methodist reconciling affiliations, and the other to create a new sign. We are working on finding out costs for new and adjusted signs. Loren said his daughter-in-law’s family has a sign-making business and could help with this.
6. Michelle and volunteers cleaned up the Sunday School Room to organize for the disaster hub. She is putting the books on the table into those bookshelves. Andy offered to help. Karen and Tim have also offered.
7. Wild Church will be held at the Devines’ property this summer, with the date to be determined.
Trustees Report – Dean

Dean got 3 proposals for furnace replacement, from Irving ($19K complete, including removal), Master Plumbing and Heating ($22K doesn’t include removal), and Paquette Plumbing in Rutland (even more expensive). Sent by email. Dean recommended Irving based on personal experience. However, tariff issues may increase the price.
Dean also recommended that we take care of painting issues. The bid was $18K. Bob said we have $130K in building fund, so we can afford it.
MOTION: Laura made a motion that the church engage Irving Energy to repair the furnace at a cost of $19,004. Bob suggested an amount not to exceed $20,000; Laura agreed to this amendment. Nancy seconded. The motion passed unanimously.
MOTION: Dean made a motion to engage McKim and Company to undertake painting and repairs of the exterior trim of the church, for an amount not to exceed $20,000, with the expectation that additional costs would require additional Board approval. Loren seconded the motion. The motion passed unanimously.
Andy mentioned future needs, including windows that need repairs, floors in the Fellowship Hall, and the FH ceiling, which could be replaced with sound-deadening material. No action was taken.

Communications Report – Lisa
1. Lisa said she was doing the usual social media maintenance and website maintenance.
2. Michelle said Vermont Journal rotates church services, and wondered if we were covered. Michelle asked Lisa to check.
Treasurer’s Report - Bob - Bob said he had nothing to add beyond what was sent to the Board.
1. Ring Out Love Campaign - Dean asked if money is coming in. Suggested sending a letter later in the year to remind people of their pledges.
Old Business – Laura will meet with Wayne Hammond about getting the Church Parking sign installed permanently.
New Business

This Sunday, Michelle is going to the Windham Union Association meeting.
The Board decided to wait to decide on the Ring Out Love Celebration date until after we have new signs. This should be on the agenda for the next meeting.

Confirm Next Meeting Date - Laura Creaser set the next meeting for Wednesday, June 25, at 5 PM on Zoom.
Adjournment - Laura adjourned the meeting at 6:07 PM

Minutes respectfully submitted by
Lisa Hamm-Greenawalt

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4/2/2025 0 Comments

United Church of Ludlow Executive Board Meeting - Wed., April 2, 2025

United Church of Ludlow Executive Board Meeting - Wed., April 2, 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, Nancy Martel, Pastor Michelle Fountain
Absent: Andy Ohotnicky, Bill Kneebone

Call Meeting to Order - Laura called the meeting to order at 504 PM EDT
Michelle led an Opening Prayer
Approve Minutes - Review minutes from February 5, 2025. Dean made a motion to approve the minutes, and Loren seconded. The motion passed unanimously.
Pastor’s Report - Michelle. Michelle sent the report to the board by email. A couple of highlights:
1. On prayer shawls, we will continue to maintain a budget line for prayer shawl ministry. We already paid Terry back $1,000 in materials she spent at Joann’s Fabrics, which is going out of business.
2. Michelle is doing a Maundy Thursday Service and a Stone Soup dinner. The service will include discussion of the Last Supper, Good Friday, and Holy Saturday. Christine is doing the Easter Service as Michelle will be out of town.
3. A youth group in Brattleboro is going to NC to clean up after a flood. Michelle asked if we could give them $100. The Mission Committee has approved, and the Board agreed.
Building Inclusivity Team - Michelle reported that it has had two meetings, defined that its mission is providing welcoming support to the LGBTQIA+ community, though our church covenant is bigger. The team began discussing signage and notifications in the Bulletin, is meeting next on April 12, and will bring recommendations to the Board. Then, it will consider the next steps in welcome and education. The VT Conference of the UCC wants photos of how we support the LGBTQIA+ community, and we are not there yet. Laura has emailed a photo to the Board and Building Inclusivity Team of a wooden sign, which several people said they like. We discussed who could construct such a sign. Nancy said that perhaps we can make that sign together. Lisa said that such an activity would be great as an inclusiveness activity, and could provide photos of inclusivity for the website, social media, and the UCC Vermont Conference. Michelle said the BI Committee will consider it.
Deacons’ Report - Laura reported that pulpit supply is covered: Christine is preaching on Easter, none needed in May, Hannah in June, Bruce in July, and Jeremy in August.
Trustees’ Report
1. Painting of the church. Dean has met with two painting contractors. Have a quote from one, McKim, for $18,000. Waiting for the second to provide a quote.
2. Furnace- Dean has been in touch with 5 companies on replacing the furnace and is collecting bids. Some only do residential homes. He is waiting to hear back from several, and is meeting with another still. Loren said Dead River of Woodstock installs propane furnaces if Dean needs another bidder. Bob said the Mill used ARC Mechanical to get the heating reinstalled after the flood. Dean said he would keep those in mind if he needs another bid.
3. Church sign - Laura said she and Wayne will put up a new permanent no-parking sign for the neighbor’s lot in the next couple of weeks.
4. Andy has reported some windows with leaks. The Board agreed that we will address this issue at a future meeting.
Communications Report - Lisa has updated the website and Facebook with updates about One Great Hour of Sharing and Maundy Thursday. She also created a Resources page (https://www.unitedchurch.us/resources.html) and would appreciate any links and organizations that Board members want to send. She said Jane McGarry will be filming the services for 3 weeks while George, Pat, and Lisa are out of town. Michelle mentioned the idea of using a recorded version of the Zoom stream. Lisa said we would just need them to remove joys and concerns, which OVTV could do if told at what point in the feed it started. Michelle will try recording the zoom and will show Laura how. Dean mentioned we have also purchased a camera that could improve the quality of Zoom. Perhaps install it in the back of the church.
Treasurer's Report - Bob. The report was sent to the Board by email. A couple of highlights:
1. Offerings are a little low, but it’s only a quarter through the fiscal year, so this is normal.
2. Laura, Fra, and Bob are reviewing the church bylaws to update. It will be a yearlong process to be voted on at the 2026 Annual Meeting to better reflect how we currently operate.
New Business -
1. Bob has a new idea - should we publish the approved Meeting Minutes? No one objected. Lisa said she could on the website where Annual Meetings are currently housed. (Postscript: Lisa created this page at https://www.unitedchurch.us/minutes)
2. Lisa reminded the Board that we planned to have a Ring Out Love Community Celebration in summer, and it’s time to start planning. The Board discussed having a family-friendly event such as an ice cream social with music and kids’ activities, which we could use as an opportunity to hold an open house and show residents our new disaster hub. We discussed having the event in late June or late July, one evening from 5-7 or 6-8 PM. Michelle agreed to announce the event at church and put something in the Bulletin, to see if we can get a committee of volunteers to brainstorm and plan it. Funds for the event would come out of the Ring Out Love Campaign.
Old Business - None
Next meeting - Laura scheduled the next Executive Board meeting for May 14, at 5 PM EDT via Zoom.
Adjournment. Laura Creaser adjourned the meeting at 6:06 PM.

Minutes respectfully submitted by
Lisa Hamm-Greenawalt

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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

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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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