Joint Venture Board
June 3,
2003 (draft)
Joint Venture Board Meeting Minutes June 3, 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, Joan Wagner, Dave Hennings, Al Nieders,
Mary Leal, Betty Consorte, Jim Wright, Rosse Hemeon, Dick Shipe,
Terry Shoup and Allan Jones. The board members absent from the
meeting were. Julianne Stokstad, Beverly Deveaux and Elli Mills,
Stephen offered an opening prayer.
Guests Attendees:
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 shared the plan for the
reassignment of the building at the back of the property to include
the Boy scouts troops storage. Initially the Boy Scouts requested
permission to add an additional building, this is no longer required
due to the rearrangements. The Boy Scouts will upgrade the current
buildings with shelving painting and cleaning at no cost to the
congregations. Plants will be planted to help screen the buildings
to make the site more appealing The refurbishment work, is due to be
completed by the 20 June 2003. The board approved the plan with the
motion to adopt the plan being put forth by Betty, seconded by Terry
and approved unanimously by the board.
OLD BUSINESS
Minutes: Allan requested comments on the April meeting
minutes. There were no comments so a motion was made by Rosse to
accept the minutes, which was seconded by Mary, the motion passed
unanimously.
Treasurers Report: Mary provided a copy of the financial
statement for the month of May 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, Dick
made a motion to accept the treasurer's report, the motion was
seconded by Betty and was passed unanimously. .
Vice President: Terry had nothing to report in regards to
personnel.
Kitchen: Betty Provided a status to the board in regards
to the refinishing of the cabinets in the kitchen, things are moving
along nicely, the new hardware has been purchased and will be
installed as soon as the cabinets are finished. The dishwasher has
been repaired and is working fine now. A safety inspection was
conducted by an outside agency (we are required to have this) with a
clean bill of health being issued. The cost of the inspections, are
$200.00 and are carried out twice per year. Peter Mayo talked with
the inspector and said that we only need this once a year based on
usage; this could save us $200.00 per year.
Inside Facilities: Dave stated that he had toured the
building a couple of time and found some hidden/secret places. The
inside of the building could use some general cleaning, which Dave
will facilitate. The TLC has found a large amount of Old financial
records that were archived in secret places; these are in the
process of being destroyed (only those that are not needed). The
Nursery, could do with a redecorating with the ceiling being
refurbished, Dave will facilitate this effort.
Lighting: Al had nothing to report at this time. Input was
provided to as to some locations where lights had burnt out. Peter
Mayo requested that al look into the motion detector in the men's
room, as it doesn't seem to be working correctly. Al will address
the lights and motion detector.
Office Equipment: Joan had nothing to report at this time
it was noted that the network printer is still not working; Joan was
requested to look into this situation.
Heating Ventilation/Air Conditioning: Jim stated that all
of the filters on the ground floor furnaces had been cleaned.
However, at this time he is unable to clean the north roof furnace
and still has to complete the south roof furnace. The termites are
still in a full court press to consume our buildings but we are
winning the battle in those areas that have been identified. Jim
stated that the projection is about two years to drive the termites
away. A new location was identified that is under attack by the
termites; this is the main roof support beam in the equipment space
of the office area. The termite company has been contacted and the
beam is being treated. Peter Mayo will have a safety assessment
performed on the beam to ensure that it is safe. The air
conditioners have been programmed to keep the buildings cool when in
use. The issue of mice in the church has been addressed with traps
being deployed. Everyone is requested to ensure that no food is left
out that could attract mice and or rats.
Outside Maintenance: Dick had nothing new to report at
this time, with the exception that he is looking for assistance to
help fulfill his obligations around the church.
Outside Facilities: Rosse stated that he has been working
on killing weeds and staking the sprinkler heads.
Garden: Stephen provided a report on behalf of Ellie.
Ellie is forming a committee to address the ongoing maintenance of
the Rose Garden. Allan raise a concern as to the parameters for
adding roses to the existing garden, there is some confusion as to
who can add or give permission. Allan provided to the board a
template (series of questions, see attached) for a proposal to
address this situation. This template will be forwarded to Ellie,
who is requested to bring the proposal to the next meeting. The
vegetable garden has been planted which will help supplement the
second Harvest food Bank.
Security: Stephen provided a status on behalf of Beverly.
All of the locks have been changed and new security codes assigned.
A panic button was discovered which, may be helpful at some point in
time. Stephen was request to interface with Beverly to provide to
the boards a process for the activation and deactivation of codes on
an ongoing basis. Beverly is requested to provide this process at
the next meeting.
Contracts/Warranties: Mary stated that there is now a
folder in the office that has the contracts and warranties.
Return of Excess budget funds: Mary provided to the boards
a projection of surplus funds for the years of approximately
$6500.00. this surplus is mainly due to the fact that we do not have
a music director or Christian Education director. Based on the act
that the congregations are in the process of searching for
replacements, there is a projection that in the near future we will
need the funds to pay the appropriate wages. Therefore, the boards
has agreed to refund to each congregation $3250.00 at the end of the
June, this process will be replicated every six months with the
amounts to be refunded determined at the time. It should be noted
that there is a concern that when the new music director, Christian
Education director and Youth directors are hired there may be a
shortfall thus requiring a special assessment. A motion was made by
Joan, seconded by Rosse and was passed unanimously
Budget Reduction: At this time the board voted to not
reduce the budget, but will review the requirements for the reserve
funds and if feasible reduce that requirement. Allan will review the
By-laws and past minutes to determine what the requirements are for
the reserves. A motion was made by Mary and seconded by Joan and was
passed unanimously.
Adventure in Arts: Allan stated that he had been in
contact with Todd Axtell and that Todd was going to address this
situation as to the status of the Adventure in the Arts with the
committee and get back to Allan at a later date. Allan will follow
up with Todd.
General Processes and Procedures: All board members were
requested to provide their listing of job responsibilities to each
member of the board. Allan will put a binder together to be placed
in the office so that should any questions arise there will be a
reference document to assist in identifying who is responsible for
what functions. Board members are requested to review their
respective responsibilities to update them as necessary Thanks to
all members for providing this very valuable tool not only for the
current users but also for the future board members.
Facilities Use/Reservation Process: Allan has found a copy
of the current forms and contracts for the use of the facilities.
The master copy will be kept in the office for future use and as a
reference document.
Joint Venture Web Site: Stephen did not have a status on
the progress of the feasibility of a JV Web site but committed to
providing one at the next meeting. Allan provided a template (series
of questions, see attached) to put together a proposal for the
ongoing management of a web site if and when one is approved. Please
note that while the board agrees with the concept of having a JV Web
site, formal approval for the establishment of the site has not been
given yet.
New Business:
Rose Garden: Allan raised the issue of the Rose garden in
terms of the purpose and maintenance. This subject was also
discussed under the report for the garden by, Ellie please refer to
that section for additional information.
Budget Review Process: Allan informed the board that he
had requested that Mary put together a proposal for the year 2004
budget for review by the budget committee for the august meeting.
Allan will convene a budget committee to determine a proposal for
presentation to the full board and consequently for submission to
the two congregations for approval. It is hoped that by getting an
early start on the budget process for 2004 we can obtain approval by
the end of the year from each congregation.
Labyrinth: Allan brought to the attention of the board a
flyer that has been distributed outlining the establishment of a
Labyrinth. The establishment of such a project would need to be
addressed by the board. Stephen stated that at this time there is
only preliminary planning of such a project and that a formal
request will be made to the board at a future date.
Cleaning: As a means to try and reduce cost, Terry
proposed that we try an experiment of reducing the cleaning schedule
from three (3) time a week to two (2) times per week. If this works
we can renegotiate our contract with the cleaning service and reduce
the expenses a little. The trial will begin in July for one month.
Meetings: There will not be a meeting in July of the JV
Board.
Next meeting - The next meeting will be held: August 5, 2003 at
1930 hrs The Youth Center
Stephen offered a closing prayer.
Allan D. Jones Joint Venture President
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