Joint Venture Board
March 4,
2003
Joint Venture Board Meeting Minutes March 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, Joan Wagner, Dave
Hennings, Al Nieders, Beverly Deveaux, Elli Mills, Mary Leal, Betty
Consorte and Allan Jones. The board members absent from the meeting
were Rosse Hemeon, Jim Wright and Terry Shoup.
Julianne offered an opening prayer.
Guests Attendees - Peter Mayo attended the meeting to
share with he board a listing of all of the jobs that he was aware
of that needed to be performed around the facilities. The
information was distributed to all board members for them to
incorporate into their respective areas of responsibility for
ongoing purposes.
The board thanked Peter for taking the time to put together the
list, which is invaluable to the members of the board. In addition,
Stephen thanked Peter and others members of the congregation who
spend a great deal of time at he church tending to the various jobs
that need to be taken care of.
Marcia Bush - Attended as an observer, thank you Marcia for your
interest.
OLD BUSINESS
Minutes - Allan requested comments on the January meeting
minutes. There were no comments so a motion was made by Joan to
accept the minutes, which was seconded by Dick, the motion passed
unanimously. Comments were requested on the February minutes,
Beverly noted that her surname was misspelled this will be taken car
of. A motion was made to accept the minutes by Beverly and was
seconded by Mary, the motion passed unanimously.
Treasurers Report - Mary provided a copy of the financial
statement for the month of February for review by the board. Mary
commented that the gas bill had gone down. This is a step in the
right direction in terms of controlling the expenses of the JV. In
addition, Mary noted, that the funds for secretarial support not
consumed in 2002 has been refunded to the congregations. Dick made a
motion to accept the treasurer's report. The motion was seconded by,
Beverly and was passed unanimously.
Budget Acceptance - Allan sent a letter to both the AVUCC
Council Moderator and the ECA Senior Warden requesting approval of
the 2003 budget for the Joint Venture. Due to time constraint this
subject was not addressed at this meeting.
Staff Meetings - Terry Shoup was absent from the meeting
due to business travel. However Terry provided to Allan the
following comments, the staff meetings are being held at least once
per month and are going very well the communications between the
staff members is very beneficial.
Janitorial Services - Terry informed Allan that the
Fellowship hall floors needed to be stripped and re-waxed and that
the Janitorial services had been contacted to perform this task.
There will of course be a cost associated with this function. Terry
indicated that he would provide a draft policy for the acceptance of
gifts at the next meeting.
Kitchen - Betty informed the board that there was broken
draw in the kitchen, which has been repaired. In addition, Betty is
in the process of trying to find someone to clean the stove, it was
suggested that the current janitorial service may also provide that
type of service, Betty will contact them.
Inside Facilities - Dave stated that at this time there
was nothing to report, however, he is in the process of interfacing
with Peter Mayo and Bob Green to learn as much as he can.
Lighting - Al will contact Ken Pitroff to determine where
the spare lights and various tools are. Bob Green has volunteered to
change the current broken light bulbs.
Office Equipment - Joan has nothing to report at this
time. Julianne noted that the monitor for the Music Director and
Christian Education Director was not working. Allan stated that he
had taken care of that particular problem.
Heating Ventilation Air Conditioning - Jim was absent from
the meeting. Julianne noted that she has received information that
the Sunday school areas and Youth centers were either to hot or to
cold. It was noted that the thermostat for the heater in that
particular part of the building was in the Sunday school room and
that the connected doors to the Youth center should be kept open to
allow circulation. This would affect the thermostat and therefore
provide adequate heating.
Outside Maintenance - Dick stated that the issue of
electricity for the sprinklers for the rose garden will be addressed
sometime between March 15 and April 15 by Rom Howe the cost will be
approximately $500.00.
Outside Facilities - Rosse was absent from the meeting.
However everything seems to be in order.
Garden - Elli is in the process of compiling a list of the
necessary functions that she needs to address, Ellie stated that she
is interfacing with Peter Mayo to ensure that the list is complete.
Ellie also stated that she would like to implement some new ideas
for the garden area and is looking for ideas.
Security - Beverly provided an update in terms of the
efforts underway to re-key the building. Bob Green is in the process
of obtaining an estimate before proceeding. A recommendation was
made to develop and publish in the Shape and Kalos a schedule for
when people can obtain new keys ands pass codes. In addition, it was
recommended that a process be developed for the ongoing assignment
and return of keys for the future. Beverly stated that she would
talk with John Haws to address this recommendation
Joint Venture files - Mary stated that she is working with
the office staff to compile all of the current contacts and weed out
the old information. A comment was made that the contract for the
Risograph is due to run out and that should be addressed prior to
the expiration date.
NEW BUSINESS
Recycling - A request was made to place recycling bins for
paper, plastic, cans and glass at the facilities. The motion was
made by Mary to go ahead with the request. The motion was seconded
by Julianne and was passed unanimously.
Boy Scouts - A request as made by the Boy Scouts to build
a building at the back of the property to assimilate the current
buildings as well as to provide storage for the Boy Scouts. The
proposal would be to have a facility that would compliment the
Church building at "no cost " to the Joint Venture. In the
event that the boy scouts would move on at a later date the building
would stay in place with no financial obligation to the JV. A
request was made for a presentation to include plans for such a
building. . Facility Use - a request was made to allow the
facilities to be used for a Kinder Music program. The board
determine that they need to investigate the affect this would have
on the Non profit status of our corporation as well as the liability
insurance. The board requested that Mary address the issue of
non-profit status as well as the insurance issue. There was concern
voiced in terms of allowing the space to be used for a "for
Profit" venture and what precedent would that set for the
future, however, there was also the feeling of the great advantage
such a program may have on our collective congregations. The matter
is still under consideration.
Ceiling Fans - A request as put forth to install ceiling
fans in the Sanctuary to circulate the air, it was felt that it is
very stuffy and the circulation would be very helpful. A comment was
made that there is air conditioning in the Sanctuary and that it
does reach into the Choir loft area. A further comment suggested
that Ed Mueller and Peter Mayo be contacted to determine the status
of air conditioning to the choir loft as well as the circulation of
air. A decision has not been made at this time.
Youth Center Table - A request was made to purchase four
additional round tables for the Youth Center so that tables did not
need to be moved from one area to another. The board recommended
that a cost proposal be provided to the board for consideration.
Staff Replacement - Allan confirmed that all board members
were aware of the resignation of the music director and the
Christian Education Director and that two committees had been put
together to find replacements.
General Processes and Procedures - Allan requested hat all
board members take the time to outline what their respective
responsibilities are as well as the schedule that they perform
routine tasks so that as we move forward we can ensure that all
issue as addressed proactively as well as making the handover from
one board member to the next easier. The request was to provide a
copy to all members at the next meeting for review.
Items on the agenda that were not addressed and are carried
forward are: Gift Process Facilities Use/Reservation Process Budget
Review Process
Next meeting - The next meeting will be held: May 6, 2003 at 1930
hrs The Youth Center
Stephen offered a closing prayer.
Allan D. Jones Joint Venture President
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