Joint Venture Board Meeting Minutes February
3, 2004
Informal Networking at 7:00 p.m.
Opening: Terry Shoup President of the Joint Venture Board called
the meeting order at 7:30 p.m. and ensured that a quorum was present
prior to starting the meeting. The Board members present are as
follows: Marcia Bush, Hi-Dong Chai, Dave Hennings, Mary Leal, Pat
McGarvin, Ellie Mills, Stephen Mills, Ed Mueller, Al Nieders, Terry
Shoup, Julianne Stokstad, Joan Wagner, and Stan Yumen.
Julianne Stokstad offered an opening prayer.
Agenda approved as distributed.
Board Orientation presentation: Terry Shoup provided a
presentation with the purpose of orienting board members about the
Joint Venture and their board responsibilities. The presentation
included the following key points: JV mission and vision, who we
are, our relationship, five important responsibilities, as well as
notes about fiduciary duties, due diligence, legal responsibilities,
and avoidance of conflict of interest.
Terry concluded the presentation with the reminder to always
remember that there are 14 of us to share the work-many hands make
light work.
Consent Agenda: (6 items) Motion: It was moved that Item #6 be
removed from the consent agenda. Discussion: Assurance needed that
John Leslie had input regarding the music item. Background on ECA
request to reduce the music amount was provided. This motion was
passed.
Motion: It was moved that the recommendation as presented by ECA
be accepted and that Mary Leal will inform ECA and AVUCC Treasurers
of the reduction in the monthly amount due by $75. This motion was
passed.
Motion: It was moved to accept Items #1-#5 of the consent agenda
as presented. This motion was passed.
Treasurer's Report: Reports distributed: Budget, Balance Sheet,
Profit and Loss, and Budget versus Actual. A question was raised
about the budgets and the money due back to the congregations. Note:
JV will defer action on giving back money to the congregations until
the decisions about maintenance for the year have been made.
Discussion regarding particular expense items: Insurance, Utilities.
Specific question: Are we charging appropriately for the use of the
facilities, i.e. Adventure in the Arts. Motion: It was moved to
accept the treasurer's report as presented. This motion was passed.
Old Business: Appointment of Sunday school space remodeling
taskforce: Dave Hennings, Al Nieders, Pat McGarvin. (Note: Taskforce
can be added to as needed.)
Appointment of maintenance plan taskforce: Ed Mueller, Mary Leal,
Hi-Dong Chai, Stan Yumen. (Note: Taskforce can be added to as
needed.)
Almaden Adventures in the Arts and consideration of adding a
usage fee for events held at the church.
Motion: It was moved that Almaden Adventures in the Arts be
charged a fee of $1/per person for the events held here at the
church. Motion amended to be a flat fee of $100/event. Discussion:
Allan Jones, 2003 JV President, reminded the current board that the
2003 JV Board voted that the Almaden Adventures in the Arts is
considered an inreach/outreach activity and as such should charged a
usage fee. Amended motion was withdrawn.
Payment to replace items taken from Stephen's office rather than
file an insurance claim. Current insurance deductible is $500. The
cost to replace stolen items is only slightly in excess of $500.
Motion: It was moved that the stolen items be replaced and that
an insurance claim not be filed. This motion was passed. Note:
Stephen Mills abstained due to possible conflict of interest.
New Business: Items for the JV Board for 2004 include the
following. " Sunday School classroom project " Storage
" Deferred maintenance " Possible building project. Terry
Shoup to bring forward the work of the Building Committee from 2-3
years ago.
Dave Hennings distributed Conklin Bros. estimate dated June 7,
2002 to remove and dispose of existing carpet and pad and install
new carpet and pad in the Sanctuary. The estimate is that 10-15%
needs to be added for the current price. Discussion about the value
of painting at the same time while the pews are out. Dave will
contact Conklin Bros. regarding current price compared to 2002
estimate. Carpet replacement will be on the agenda at the next
meeting.
Closing Prayer was lead by Stephen Mills.
Meeting adjourned at 9:00 p.m.
Next Meeting: Tuesday, March 16, 2004, 7:30 p.m. - 9:00 p.m.
Agenda items for this meeting are due to Terry Shoup by Monday,
March 8, 2004.
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