Joint Venture Board Meeting
July 7, 2004 Minutes
Informal Networking at 6:45 p.m.
Opening: Terry Shoup President of the Joint Venture Board called
the meeting order at 7:00 p.m. Quorum for the meeting confirmed. JV
Board members were present as follows: Marcia Bush, Hi Dong Chai,
Mary Leal, Ellie Mills, Rev. Stephen Mills, Ed Mueller, Al Nieders,
Pastor Paul Smith-Telfer, Terry Shoup, Joan Wagner, and Stan Yumen.
Pastor Paul Smith-Telfer lead the opening prayer.
Agenda approved with the addition of four items. 4.4 Building Use
4.5 Renewal and Replacement Approval (R& R document updated and
distributed prior to the meeting) 4.6 Signage 5.1 Bonds
Consent Agenda: 1.1 Minutes of June 15, 2004, meeting, previously
distributed.
Motion: It was moved to accept the consent agenda item with
corrections to detail regarding the carpet project 483 instead of
450 sq. yds. And note that over budget statement under Treasurer's
report is not appropriate based on data presented. This motion was
passed.
Treasurer's Interim Report: Reports distributed: Balance Sheet;
Profit and Loss, June 2004; Profit and Loss, January through June
2004; and Budget versus Actual, January through June 2004. Treasurer
Mary Leal provided an overview of the reports with special attention
to the notes to financial statements. The notes explain that the
funds balance method of accouting is used and that net assets are
divided into three funds (A, B, C-see notes). Future financial
statements will include reference to the A, B, and C funds. " A
- Capital Improvement " B - Operating/Contingency " C -
Unrestricted
Discussion centered on possible excess funds and return to the
congregations. Consideration will be for either return by the end of
the summer or waiving required funds due from the congregations.
Motion: It was moved to accept the treasurer's report as presented.
This motion was passed.
Other Reports: None presented.
Old Business: 4.1 Discussion and approval of painting estimates.
One incomplete (w/o scaffolding) estimate received from El Gato
Painting & Restoration, Inc., and one still to come.
Recommendation for waiting period until there are two complete bids.
There is also a possibility of a third bid. With 2-3 full bids,
President Terry Shoup will come back to JV Board members for
decision either at a future meeting or via e-mail between meetings.
4.2 Discussion and approval of lighting upgrade estimates. Lighting
project schematics, installation plan, and description of fixtures
presented by Al Nieders.
Motion: It was moved to approve the report/recommendations as
presented and allocate $3,000 for the lighting project. This motion
was passed.
Implementation: Al Nieders will be Project Coordinator (needing
to coordinate the project with both carpeting and painting). The job
of Project Coordinator will include ordering parts, getting
volunteers from both congregations to assist with the installation,
and overseeing the completion of the project.
Communication needed-articles for Kalos/Shape. Al will see that
this is done. In addition, announcements will need to be put in the
church bulletins regarding the need for volunteers to help with the
lighting project.
4.3 Update on carpeting project. Mary Leal and Joan Wagner,
Coordinators. The carpet has been ordered, will be coming to the
warehouse. There will be a walk-through with the installer. The date
for installation is contingent on the painting.
Question was raised about making the Sanctuary off limits for at
least a week while all this is taking place. It was agreed that this
could happen with the idea that services could be held outside since
this is during summer months.
4.4 Building Usage. The facilities request from the City of San
Jose was discussed.
Motion: It was moved to keep the use of facilities fees
consistent with the Contract for Facility Use approved at the May 4,
2004, JV Board meeting. If a parishioner sponsors the event, the
rate is different than if requested by an outside party. This motion
was passed.
4.5 Renewal and Replacement of JV Assets. The updated projection
was distributed by Ed Mueller to JV board members prior to the
meeting.
Motion: It was moved to increase starting funds to $45,000, add
another $9,000 for this year's contribution (from the Unrestricted
Fund) to start the Renewal and Replacement Fund, and build next
year's budget with the $9,000 as part of the budget. This motion was
passed.
Clarification that this is not maintenance and that $6,000 may be
available for $ distribution back to the congregations.
4.6 Church Sign. Father Stephen reported on a recent breakdown in
communication regarding progress on estimates for new church
signage. Work will continue to get new estimates.
New Business: 5.1 Bonds. Concern was expressed regarding $
available to retire the bonds from the renovation program of the
1980's. It was determined that there is a need to seek advice from
reasonable expertise in this area that could include Bank of America
personnel and/or Church Financing Administration. Ed Mueller will
review this year's Bank of America statements. Contact with Jim
Livingstone, member of the JV Finance Committee at the time, was
also recommended and his contact information will be given to Mary
Leal.
Recommendation that needed information be obtained before the
next JV Board meeting to determine if funds need to be continued to
be deposited in the B of A account.
Meeting concluded with a prayer lead by Pastor Paul.
Meeting adjourned at 9:00 p.m.
Respectfully submitted,
Marcia Bush, JV Secretary*
Next Meeting: Tuesday, July 27, 2004**, 7:30 p.m. - 9:00 p.m.
Agenda items for this meeting are due to Terry Shoup by Sunday, July
25, 2004.
*Note that issue of JV Secretary in terms of authorized
signatures established with published listing of Joint Venture Board
Member Responsibilities, dated 2/4/03.
**Further note: All Joint Venture Board members should be
calendaring the first Tuesday of each month for meetings to include
the following dates for the remainder of this calendar year: "
September 7 " October 5 " November 2 " December 7
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