Joint Venture Board Meeting
June 15, 2004 Minutes
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. Quorum for the meeting confirmed. All
JV Board members were present as follows: Marcia Bush, Hi Dong Chai,
Bev DeVeaux, Bob Green, Mary Leal, Pat McGarvin, Ellie Mills, Rev.
Stephen Mills, Ed Mueller, Al Nieders, Pastor Paul Smith-Telfer,
Terry Shoup, Joan Wagner, and Stan Yumen. Also present were Pete
Mayo, Pat Rimroth, and Elizabeth Ward from ECA. Terry welcomed
Pastor Paul Smith-Telfer, interim minister for AVUCC, and Bob Green,
AVUCC, to serve out the remainder of the board position vacated by
Dave Hennings, AVUCC.
Rev. Stephen Mills lead the opening prayer.
Agenda approved as distributed.
Consent Agenda: 1.1 Minutes of May 4 meeting, previously
distributed.
Motion: It was moved to accept the consent agenda item as
presented. This motion was passed.
Treasurer's Report: Reports distributed: Balance Sheet; Profit
and Loss, May 2004; Profit and Loss, January through May 2004; and
Budget versus Actual, January through May 2004. Treasurer Mary Leal
provided an overview of the reports noting total assets of
$96,517.39 with the amount of $32,356.57 in Fidelity Investments
representing capital reserves and that most of those capital
reserves would be taken for planned recarpeting, painting, lighting.
Mary indicated that the normal operating reserve is $25,000. JV is
currently $4,200 over budget.
The following questions were raised concerning JV assets and
liabilities: " How much should be maintained in reserves?
" The amount of $115,000 in bonds and will it be paid back in
2005? " Is JV going to need the $48,000 next year that appears
to be excess funds?
Note: The additional $1,600 approved for funding to complete the
volleyball court did not have to be expended due to the generosity
of the Stonehocker family.
There was general discussion about the tension between holding on
to excess dollars versus not holding enough in reserves.
Motion: It was moved to accept the treasurer's report as
presented. This motion was passed.
Other Reports: " The volleyball court has been completed and
is ready for youth group activities. " The Riso copy machine
has been returned.
Old Business: 4.1 Feedback on Facility Use Contract. The revised,
simplified contract is now being used. Pat McGarvin reported that so
far there has been no response from groups receiving the contract
when they have inquired about the use of the church
space/facilities. The idea of welcoming outside groups to use church
facilities is in the interest of community service, not fundraising.
Pat raised the question if JV is making the use of the church
facilities prohibitive and sending out a negative message. It was
agreed that it might be too early to determine if there is a
problem; use of facilities will continue to be monitored. 4.2
Maintenance Budgeting Plan. The cost analysis sheets prepared by Ed
Mueller and distributed by all board members via e-mail were
reviewed. Additional items suggested by board members included pew
upholstery, replace the rest of the carpeting, linoleum, remodel
kitchen, double pane windows in Narthex and skylights (fading
problem). The purpose of the analysis is to forecast reserves. This
particular version started with $82,000 funds on hand, start of
2004. It was decided that the model needed to be revised to reflect
a more realistic starting funds amount. Ed will revise the analysis
model and redistribute it to board members for discussion at the
next meeting. 4.3 Carpet replacement project. Mary Leal and Joan
Wagner have formed a subcommittee to move the plans forward to get
the new carpeting installed this summer. Two bids have been
received. The bid of $21,580 is recommended for approval. The bid is
for 450 sq. yards of 37 oz. Carpeting. JV board members toured the
church to see firsthand what the bid will include. Included are the
lower hallway, Narthex, Sanctuary, organ pedestal, and stairs to the
Sanctuary. Not included are the Choir Room, Christian Education
Room, offices, and old Fellowship Hall.
There was discussion about other things that would be logical to
do in conjunction with recarpeting in the designated areas. The
other projects include cleaning the pews-upholstery and woodwork,
repainting, and lighting. An additional consideration might be the
sound system being considered by Almaden Adventure in the Arts. All
agreed that the carpeting naturally leads to a much larger project
and that it is essential to have an overall project manager to
coordinate and oversee all parts of the project with sub-managers
for more specific parts such as painting and lighting.
Additional discussion centered on how to inform the
congregations. It was decided that Father Stephen and Pastor Paul
would be the designated informants via the Shape and Kalos
respectively.
Motion: It was moved that Joint Venture move forward on the
carpeting project as presented. The motion was passed. (With a
dissenting opinion from congregation member in attendance.)
Mary Leal and Joan Wagner agreed to be the overall Co-Project
Managers. Al Nieders with inside responsibilities will obtain
lighting estimates to update fixtures to provide better lighting
distribution over the pews (more tracks) and arrange for someone to
come in and make recommendations. Bob Green will obtain a bid on the
painting.
4.4 Joint Venture Website. A draft of the content pages for the
website were distributed to board members for feedback to Stephen or
Lorraine before the next meeting.
New Business: 5.1 Taskforce for 2005 Budget Preparation. It was
agreed that an adhoc group composed of JV President, Vice President,
Treasurer, and AVUCC and ECA clergy would work on the proposed
budget for 2005. 5.2 Church Sign. Father Stephen handed out a church
accessibility survey and presented a rationale for the need for a
new sign based on his study of signs used in area churches and the
fact that the current signage does not tell anyone about who we are
and the times of our services. It was proposed that $10,000 be set
aside for new signage. This amount will be included in the Cost
Analysis Sheet being revised by Ed Mueller. Stephen will bring
proposals to upcoming meetings regarding new signage. It was also
agreed based on discussion that later signs directing people from
Almaden Expressway to AVUCC and ECA would be considered.
Stephen will do a compelling signage article in both the Shape
and the Kalos.
Joan Wagner has prepared another Joint Venture article for the
June Shape and Kalos.
Meeting concluded with a prayer lead by Pastor Paul.
Meeting adjourned at 9:15 p.m.
Next Meeting: Tuesday, July 6, 2004, 7:30 p.m. - 9:00 p.m. Agenda
items for this meeting are due to Terry Shoup by Tuesday, June 29,
2004.
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