Joint Venture Board Meeting
March 16, 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. and ensured that a quorum was present
prior to starting the meeting. The Board members present were as
follows: Marcia Bush, Bev DeVeaux, 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.
Special Presentation: Terry Shoup, on behalf of the JV Board,
presented a gift and words of appreciation to Pastor Julianne for
her service to and vision for the Joint Venture Board throughout her
five years.
Consent Agenda: (4 items)
- Minutes of February meeting.
- Internal accounting controls recommendations.
- Information items regarding sidewalk repairs.
- Information report regarding the Kitchen.
A question was raised about Item #3 and whether approval would
also approve the expenditures stated in the letters.
Motion: It was moved that Item #3 be removed from the consent
agenda. This motion was passed. The information items regarding
sidewalk repairs requested by the City were moved to Other Reports.
Motion: It was moved to accept Items #1, #2, and #4 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. Treasurer Mary Leal
provided highlights of the reports. Utilities are running over
budget; refer this to Hi-Dong (Inside Facilities) to watch along
with notices about conserving energy, i.e., turning out lights when
not needed. Discussion: Need to define responsibilities of the
Treasurer. Also advisable to get a yearly budget of anticipated
expenditures from both Christian Education and Music in order to be
able to budget more accurately and spend accordingly. Note: Julianne
has the key to the safe-deposit box.
Motion: It was moved to accept the treasurer's report as
presented. This motion was passed. Appreciation extended to Mary
Leal for work on the reports and accounting controls recommendations
that will be a policy item for the next meeting.
Other Reports: Sidewalk repairs. Two repair notices received from
the City of San Jose with estimated costs of $1,457.03 and $384.16
with an estimated $112 administration fee on each one for any remove
and replace work. All work to be completed within 90 days of the
notice dated February 20, 2004. Alternatives: 1) City does the work,
2) JV does the work or contract with someone to do the work, or 3) A
possible combination of 1) and 2). Allan Jones, 2003 JV President,
noted from previous experience that having the City do the work was
the best solution. President Terry Shoup asked Stan Yumen (Outside
Facilities) to find out who the City contractor might be.
Motion: It was moved that Stan Yumen move forward on the repairs
and be authorized to spend up to $3,000 on the project. The motion
was passed. In addition Stan will investigate needed driveway
markings.
Old Business: Update on the possible carpet replacement project.
Dave Hennings (Inside Facilities) submitted a bid transmittal sheet
from Conklin Bros. with a total price for 32 oz. nylon @ $7,726.00
and 36 oz. nylon @ $8,703.00 with notation that the yardage is
subject to measure and price does not include stairs. Carpet samples
of the two weights in various colors were circulated. Discussion
followed with indication that the stairs should be done at the same
time. Conclusion: Summer would appear to be a good time for this
project. A process and plan for the project is needed and should be
presented at a future meeting.
New Business: JV space use by outside groups. Pat McGarvin
(Kitchen) distributed a report of the issue and findings regarding
the use of the church facility by outside community groups including
a listing of possible next steps for JV Board action. It was agreed
that the current criterion for use includes the following:
Non-profit, Service to community, Religious-based. Mary Leal
reported that a total of $1,400.00 was taken in last year from
outside groups for use of the facility. President Terry Shoup
summarized the situation with action for the next meeting as
follows: 1. We have a good contract that does not get used. JV Board
members will review the 2001 contract and come to the next meeting
prepared to suggest possible updates to and clarification of the
contract. 2. Stephen and Julianne to develop a one-page control
procedure; a way to make decisions on use. 3. Pat and Mary to work
out finance procedures as far as when to waive and when not to waive
fees. 4. Need language to refuse repeat use for failure to follow
contract use provisions. 5. Priority for church member use must be
included in the procedures.
Volleyball Court. Katie McCormick, Christian Education Director,
presented a request that JV finance redoing the volleyball court for
an estimated cost of $1,766 for materials and volleyball. The
Scouts, Monty, and the youth groups will donate the necessary labor.
Maintenance and the effort to reduce such were discussed. Katie also
noted that some trees might need to be relocated or removed. It was
determined that the identified trees could be removed and that they
were not memorial trees. The inaugural Volleyball game on the newly
refurbished court is planned for June 2004.
Motion: It was moved that the Volleyball Court Request for
materials not to exceed $1,766.00 be approved. This motion was
passed.
President Terry Shoup reminded JV Board members that there will
be several items on the agenda for the next meeting and urged all to
get their reports submitted in time for distribution and JV member
review PRIOR to the board meeting on May 4, 2004.
Closing Prayer was lead by Stephen Mills.
Meeting adjourned at 9:00 p.m.
Next Meeting: Tuesday, May 4, 2004, 7:30 p.m. - 9:00 p.m. Agenda
items for this meeting are due to Terry Shoup by Monday, April 26,
2004.
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