Joint Venture Board
April 29,
2003
Joint Venture Board Meeting Minutes April 29, 2003
Opening - Allan Jones President of the Joint Venture Board
(JV) called the meeting to order and ensured that a quorum was
present prior to starting the meeting. The board members present are
as follows, Stephen Mills, Julianne Stokstad, Joan Wagner, Dave
Hennings, Al Nieders, Beverly Deveaux, Elli Mills, Mary Leal, Betty
Consorte, Jim Wright. and Allan Jones. The board members absent from
the meeting were Rosse Hemeon, and Dick Shipe.
Stephen offered an opening prayer.
Guests Attendees -
Mathew Rimroth an Eagle Scout made a presentation for a project,
which centered around a "Ball Board" to be set up at the
back of the property for use by the youth of the two congregations
(see attached). A motion was made by Mary to authorize Mathew to
proceed; the motion was seconded by Beverly and was passed
unanimously.
Peter Mayo attended the meeting to share with the board a listing
of all of the jobs that he was aware of that needed to be performed
around the facilities. In addition, Peter reemphasized the need for
the board members to solicit volunteers to perform the different
jobs around the properties. Peter also volunteered to provide
assistance to anyone who needed it in order for them to understand
the different functions that needed to be performed.
OLD BUSINESS
Minutes - Allan requested comments on the March meeting
minutes. There were no comments so a motion was made by Terry to
accept the minutes, which was seconded by Jim, the motion passed
unanimously.
Treasurers Report - Mary provided a copy of the financial
statement for the month of March for review by the board. Mary
commented that the current budget reflects a surplus. This surplus
is mainly due to the fact that the salary requirements on behalf of
the congregations for a music director and a Christian Education
Director have not been used. This however, will change once the
positions are filled. Alan asked if there were any further point for
discussion in regards to the budget as non were forth coming, Betty
made a motion to accept the treasurer's report, the motion was
seconded by Joan and was passed unanimously. . Due to the amount of
new business Allan requested that the board suspend further
discussion on Old Business and address new business. The suggestion
was accepted.
The board members were requested to provide a written status on
their respective areas of responsibility for inclusion in the
minutes, the board members agreed to provide the written status to
Allan for publication.
NEW BUSINESS
Allan presented a proposal on behalf of Robin Root of ECA for the
establishment of a garden to help provide food to the Second Harvest
Food Bank (see attached). A motion was made by Betty to approve
Robins request, the motion was seconded by Ellie and was passed
unanimously.
Allan presented a proposal on behalf of ECA for the board to
review and identify where the current JV budget could be reduced (se
attachment). The board members agreed with the concept of returning
to the congregation on a six monthly basis a percentage of any
surpluses identified. The % has yet to be identified. In addition, a
review of the long-term plan for maintenance should be reviewed to
identify what needs to be done immediately and what can be delayed
to help facilitate reducing the current requirements. The board was
requested to take the proposal that was handed out on Wednesday 30
April (provided by Allan) and come to the next board meeting with a
position already thought out. ECA has requested that a decision as
to a path forward be determined no later than the July 1, 2003
meeting.
Terry provided for the board a proposal for the acceptance or
declination of gifts to the Joint Venture, AVUCC and ECA (see
attached), a recommendation was made to accept the proposal and
adopt it as a guideline for immediate implementation. As the need
arises the procedure should be modified to meet the needs and
requirements of both congregations. The proposal was adopted.
Beverly provided to the board a recommended Procedure for
Security (see attachment), the board was requested to review the
proposal and come to the next meeting with any recommendations for
upgrading.
As a result of much discussion over the past two years as to the
status of the adventure in Arts, Allan provided to the board a
recommendation to solve the question of where the Adventure in Arts
belongs. (See attachment). Allan suggested talking with and meting
with the Adventure in arts oversight committee to obtain their
perspective of where they think they fit and how we should resolve
this issue. Allan stated that he would contact Todd Axtell and
facilitate a dialogue to address the issue. Allan will provide a
status at the next meeting.
Stephen provided a status on the progress of the search committee
for a Music director, at which time he requested the board to fund
an advertisement ($75.00) for the position, even though the board
under the by-laws is not responsible for such funding, the board
agreed to the expenditure with the funds to be taken from the Music
line item budget.
Joan Wagner and Jim Wright provided a listing of the functions
that they think they are responsible for. The remainder of the board
was requested to develop their respective lists and provide a copy
to each of the board member by May 11, 2003. In addition, Ellie
provided a list of functions that need to have homes, the board
members were requested to review the list and identify what belongs
under their purview. A request was made to come to the next board
meeting with a completed listing for discussion and upgrading as
necessary, all of the board members agreed. Once completed the areas
of responsibility will be kept in a binder in the office as well as
with each board member for use by new board members on an ongoing
basis to avoid having to develop these lists over and over again.
Due to the amount of work the board decided to meet again in June
as opposed to meeting every two months to facilitate resolution of
the issue previously mentioned as well as address the agenda items
not addressed.
Items on the agenda that were not addressed and are carried
forward are: Facilities Use/Reservation Process Budget Review
Process April status of board member functions
Next meeting - The next meeting will be held: June3, 2003 at 1930
hrs The Youth Center
Julianne offered a closing prayer.
Allan D. Jones Joint Venture President
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