Joint Venture Board
February 4,
2003
Joint Venture Board Meeting Minutes February 4, 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, Jim Wright, Rosse
Hemeon, Terry Shoup, Joan Wagner, Dave Hennings, Al Nieders, Beverly
Deveaux, Elli Mills, Mary Leal and Allan Jones. The board member(s)
absent from the meeting was Betty Consorte.
Stephen offered an opening prayer.
Guests Attendees - Ken McCormick and Jonathon Lambert
attended the Board meeting to request permission and support for an
Eagle Scout project. Jonathon made a presentation to the board
outlining his proposed project. The project is to build and replace
the rolling bulletin boards. Jonathon noted that the existing ones
are beginning to show some wear and tear. The board reviewed the
proposed project and questioned Jonathon for clarification in terms
of funding and scheduling for completion. Based on the presentation
and the questions and answers a motion was made by Joan Wagner to
give Jonathon permission to go ahead with the project, the motion
was seconded by Mary Leal and was passed unanimously
The board thanked Jonathon for coming to the board with his
proposal and look forward to seeing the final product.
OLD BUSINESS
Minutes - Allan requested comments on the previous
meetings minutes. Unfortunately most board members had not reviewed
the minutes of the last meeting in time for this meting so it was
determined that the January minutes will be reviewed in concert with
the February minutes at the next meeting.
Treasurers Report - Mary provided a copy of the financial
statement for the month of January for review by the board. Terry
Shoup made a motion to accept the treasurer's report. The motion was
seconded by, Beverly Devoux and passed unanimously.
Secretarial Funding - Mary informed the board that the
refund checks for secretarial service that was not utilized for the
last quarter of 2002 were ready for distribution. Mary will send the
checks to the respective treasurers of each congregation.
Budget Acceptance - Allan asked the question from a
process perspective if historically each congregation notified the
board whether or not they accepted the proposed budget provided by
the board. As there was no knowledge of acceptance or rejection,
Allan suggested that a letter be written to the Moderator of AVUCC
and Senior Warden of ECA requesting notification as to the status of
the JV Board proposed budget.
Staff Meetings - Terry Shoup reported that monthly staff
meetings will be held on an ongoing basis. In addition, Terry shared
with the board that there is a need for a policy for the acceptance
of gifts. Terry indicated that he would provide a draft of the
policy at the next board meeting for review.
Kitchen - Betty was not present at the meeting, however
Betty informed Allan Jones that she is willing to carry on managing
the kitchen for the coming year.
Facilities - Al Nieders has volunteered to take over from
Bob Green for the coming year. Bob Green informed Allan that the
fence at the back of the property was in need of repair. Earl
Griffith repaired the fence. Bob recommended that we thank Earl for
his efforts, Allan will write a letter of thanks on behalf of the
board. Joan will interface with Peter Mayo to determine what
arrangements were made for the sharing of costs for the repair of
the fence with the neighbor who shares the fence line with the
church.
Lighting - Al Nieders has volunteered to take over the
lighting duties from Ken Pitroff for the coming year.
Office Equipment - Joan Wagner has volunteered to take
over the office equipment duties from Roger Hoyt for the coming
year.
Heating Ventilation Air Conditioning - Jim Wright stated
that new thermostats have been installed through out the complex and
that they are programmed to turn on and off at certain times to
ensure that the buildings are heated prior to use. Information as to
the settings and how to change the heating length of time will be
available in the office.
Outside Maintenance - Dick Shipe stated that the issue of
electricity for the sprinklers for the rose garden will be addressed
in March.
Outside Facilities - Rosse Hemeon volunteered to take over
these responsibilities for the coming year.
Garden - Elli Mills volunteered to take over the garden
responsibilities from Amy Griffith for the coming year. Joan Wagner
provided Elli with a package of information form Amy to assist in
the transition.
Security - Beverly Deveaux will be responsible for
security and will interface with John Haws from AVUCC.
Joint Venture files - Mary Leal volunteered to take over
from Diane for the coming year. Mary's role will focus on
interfacing with the office staff for the maintenance of contracts
and warranties.
NEW BUSINESS
Julianne informed the board that Bill Allfrey had cleaned the
carpets again and that the board should thank him for ongoing
efforts. Julianne volunteered to write a letter of thanks to Bill.
Julianne raised a question as to the viability of having a Joint
Venture Web site, the board thinks that this would be a good idea,
however, we need to get the two web masters involved to research the
feasibility. Stephen will provide a status report at the next
meeting.
Stephen informed the board that Penny Sabin the Christian
Education Director would be leaving in the March time frame and that
we have need to replace her. Stephen informed the board that a
committee of six people (three from each congregation) will be
formed to develop a job description and engage in the process of
finding a replacement.
Allan raised the issue of updating the by-laws, which was
referred to the AVUCC council as well as the ECA Vestry last year
(2002). Allan recommended that a letter be sent to the Moderator and
the Senior Warden to form a small committee and jointly review and
update the current by-laws. The board agreed with this
recommendation.
At the January meeting Allan asked the board members to consider
whether or not they would want to meet every month or every other
month. The board would like to try the bi-monthly meeting schedule,
however, the following process was recommended as a trial to
determine if the process will work or not: 1 The first Tuesday of
each month will be blocked out for the JV Board meeting 2 Allan will
call/e-mail the week prior to the meeting to inform the board
members if there will be a meeting or not for those interim months.
3 In the event that a situation arises a meeting will be called
during the interval. 4 In between the regularly scheduled meeting
the Executive committee will meet, this committee will consist of
the President, Vice President, the two Clergy and the Treasurer.
Allan asked if there was any new business, none being identified
Allan requested that Julianne close the meeting with a prayer.
Next meeting - The next meeting will be held: March 4, 2003 at
1930 hrs The Youth Center
Allan D. Jones Joint Venture Vice President
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