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
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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

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

 

1. 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. 

 

1. 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.

 

1. 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.

 

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

 

1. 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.  

 

1. Other Business

1. 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.
2. 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.
3. 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..
4. Shoveling – James Kilgus from Chester has been hired to shovel, for the rate of $15 for the first half hour, or $30 an hour.

1. 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.

 

1. Meeting Adjourned by Laura Creaser at 7:06 PM

Minutes submitted by Lisa Hamm-Greenawalt, Clerk