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

1. Call Meeting to Order - Laura called 
2. Opening Prayer - Michelle 
3. Review minutes from November 4, 2024 - Lisa
4. 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.
5. 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.
6. Deacon’s Report - Laura - No report
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. Adjourn. Laura Creaser adjourned the meeting at 637 PM. 

Minutes submitted by Lisa Hamm-Greenawalt, Clerk