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

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

 

1. 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. 

 

1. 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.

 

1. 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.

 

1. 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.

 

1. 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.

 

1. 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. 

 

1. Other Business

1. 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.

 

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

 

1. Meeting Adjourned by Laura Creaser at 6:49 PM

Minutes submitted by Lisa Hamm-Greenawalt