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

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

 

1. 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. 

 

1. 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.

 

1. 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.

 

1. 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. 
2. Capital Campaign
   1. The April 28 SINGO event netted $1120. The rest was discussed in the previous item.

 

1. Other Business
   1. Thermostat update – Bret will have a new thermostat on before the heating season.
      
      
      
2. 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.

 

1. 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.
2. Next Meeting Date 
   1. The next meeting was set for Monday, Aug. 26, 2024, at 530 PM to focus on financial matters.​
3. 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