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

1. Call Meeting to Order – Laura Creaser called the meeting to order at 430 PM. Michelle led an opening prayer.
2. 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. 
3. 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.
4. 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.
5. Deacon’s Report- Laura
   1. Instead of Mary Owens on Nov. 24, Christine Boardman will be in the pulpit.
6. 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. 
7. 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.
8. Old Business
   1. None    
9. 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. 
10. Next Meeting Date was set for Wednesday, Jan. 8 at 5:00 PM on Zoom.
11. The meeting was adjourned by Laura Creaser at 6:15 PM.

Minutes submitted by Lisa Hamm-Greenawalt, Clerk