Joint Venture Board Meeting
September 7, 2004 Minutes
Informal Networking at 7:00 p.m.
Opening: Ed Mueller, Vice President of the Joint Venture Board,
called the meeting order at 7:30 p.m. Quorum for the meeting was
confirmed. JV Board members were present as follows: Marcia Bush, Hi
Dong Chai, Bev DeVeaux, Mary Leal, Pat McGarvin, Rev. Stephen Mills,
Ed Mueller, Al Nieders, Pastor Paul Smith-Telfer, and Stan Yumen.
Also present were ECA members Alan Jones, Pete Mayo, Sandy Mueller,
and Len Whitlock and AVUCC members Betty Benson, Stephen Coutinho,
Al and Jan Day, and Audrey Wiedrick.
Pastor Paul Smith-Telfer led the opening prayer.
Agenda approved with the following additions under New Business:
5.1 Church member input on the Tabard Theatre Company Draft
Agreement 5.2 Tree Lot Proposal 5.3 Bank of America Signatories
Consent Agenda: 1.1 Minutes of July 27, 2004, meeting, previously
distributed.
Motion: It was moved to accept the consent agenda item. This
motion was passed.
Treasurer's Report: Treasurer Mary Leal distributed the following
reports: Balance Sheet as of August 31, 2004, showing Total
Liabilities & Equity at $92,644.20; Profit and Loss, August 2004
showing Net Income of $1,480.30; Profit and Loss, January through
August 2004 showing Net Income of $5,289.49; and Budget vs. Actual,
January through August 2004, showing Total Expenses at 88.4% of
Budget. Mary provided information regarding capital improvements and
indicated that recent telecommunications expenditures were charged
as a part of office equipment.
In addition, Mary provided a proposed budget for 2005 and
reviewed particular items with explanation about increases or
decreases from prior years. Past JV President Alan Jones
complimented Mary for the three-year view including 2003
Budget/Actual, 2004 Budget/YTD, and 2005 Budget that provides
information about how Joint Venture is managing its finances.
Motion: It was moved to accept the treasurer's report as
presented. This motion was passed.
Other Reports: None presented.
Old Business: 4.1 Update on Painting Project. Bob Green reported
that the painting was completed in one week's time. The painter will
also come back to touch up after the carpeting is completed. Bob
indicated that we have our own touch up to do in the lower areas. To
date no bill has been received.
Special commendations go to Bob for his tireless efforts on the
painting project including oversight of the all the work and many
hours spent actually painting. Bob also indicated that he had an
excellent crew of volunteers who helped make sure all the painting
(extra outside of the contract) was completed in a timely manner.
4.2 Update on the Carpeting Project. Mary Leal, Project Co-Chair
reported that the carpeting project as contracted has not been
completed because the company ran out of carpet. It will take an
additional two weeks for the company to obtain and install the
remainder of the carpeting. Mary noted that there is some concern
about a new dye lot. In addition, the carpet contractor will be
asked to put the doors back and also bring back some usable carpet
pieces that were hauled away.
A special thank you to Mary Leal and Joan Wagner for their
oversight of this project as well as the Decorating Committee for
their guidance.
4.3 Update on Lighting Project. Al Nieders reported that the new
lighting has been installed for $2,300, which is under the estimate.
He expressed thanks to all who helped on this project including the
electrician. Compliments were extended to Al for his excellent
oversight of this project. It was concluded "many hands made
LIGHT work."
4.4 Update on the Telecommunication Project. Rev. Stephen Mills
reported that the new telephone system is in and that some work with
Nextcom was needed to clarify voice mail needs. Lorraine will
continue to work with Nextcom to make sure everything is working
correctly.
Alan Jones inquired about the availability of the proposal and
whether the vendor met all of the requirements. A copy of the
proposal will be given to Alan.
4.5 Update on Bond Payments. Mary Leal reported that work
continues to round up information on bonds that will mature.
New Business: 5.1 Tabard Theatre Company Draft Agreement. The
draft agreement was distributed to JV Board members as Appendix 5.1,
and copies were made available to those attending the meeting.
Al and Jan Day and Audrey Wiedrick from the AVUCC congregation
were present to speak to the agreement with the Tabard Theatre
Company. Letters written by Al and Jan and Audrey were also given to
Joint Venture Board members. Opposition to the agreement was voiced
with specific reference to concern about how the use of the
facilities by the Tabard Theatre will compromise the worship space.
A list of concerns were presented as follows: " Cost "
Wear and tear " Possible financial losses " Less dates
available for weddings or other possible events both scheduled and
unscheduled (memorials) " Use of facilities by Tabard Theatre
was approved by AVUCC Council quickly " Members from both
congregations did not receive appropriate information as this
agreement was being developed
Further input from those present at the meeting was that the
agreement needed to be checked in the following areas: "
Liabilities " Clarification about the meaning of readiness for
worship " Need for review after each performance
The Joint Venture Board reviewed the agreement making the
following notes: " Need for inserts that reference each of the
congregations. " Be more specific, language about not
interfering with the worship services needs to spell out that
whatever has been put up for the performance must come down. "
Add to the agreement that all information that goes out must be
pre-approved. " Stipulate that the agreement is for the use of
the FACILITIES of the Joint Venture Churches. " Under review
and renewal/cancellation of agreement, add wording to include
maintenance of the agreement including modifications, who and under
what circumstances.
Joint Venture Board members present agreed that all would review
the agreement and communicate any further recommendations to
Secretary Marcia Bush no later than Thursday, September 9, 2004.
Marcia will in turn e-mail copies of the September 7 JV minutes and
the agreement to both ECA Vestry and AVUCC Council for their review
and input back to JV immediately after the September 14 meetings of
each respective body. Joint Venture President Terry Shoup will then
proceed with the process of finalizing the agreement complete with
appropriate signatures.
5.2 Tree Lot. Pete Mayo and Len Whitlock from ECA who have been
working with JV Board member Ellie Mills (responsible for the garden
area) presented a diagram of the tree lot that was the result of
review by an arborist brought in to survey the condition of the
trees and make recommendations. There are seven trees recommended
for removal, the trees have been marked with red ribbons, and Pete
indicated that volunteers at no expense to JV could remove six of
the trees. The estimate for the removal of the remaining tree is
$400. The months of October and November will be the best time to
remove the trees.
Discussion followed. The question was raised about some of the
trees having been planted as memorials. It was suggested that the
proposed tree removal be publicized to both ECA and AVUCC
congregations through weekly bulletins and monthly publications
Kalos and Shape. Ed Mueller will prepare the copy to publicize the
tree removal and refer those with concerns about tree removal to
contact either of the respective clergy.
Joint Venture Board will respond to Pete Mayo and Len Whitlock
regarding the tree removal proposal immediately following the
October 5, 2004, JV Board meeting.
5.1 Bank of America Signatories. New signatories for Bank of
America Account No. 1014914531 are needed. Mary Leal provided the
background on the current situation with this account.
Motion: It was moved that as of this date and for the term until
a new designation is indicated, that the official signatories for
Bank of America Account No. 1014914531 be designated to be the any
two of the following individuals: Mr. Stan Yumen, Almaden Valley
United Church of Christ Mr. Terry Shoup, Almaden Valley United
Church of Christ Mr. Ed Mueller, Episcopal Church of Alamaden Mrs.
Mary Leal, Episcopal Church of Alamaden The motion was passed.
Meeting concluded with a prayer lead by Rev. Stephen Mills.
Meeting adjourned at 9:45 p.m.
Respectfully submitted,
Marcia Bush, JV Secretary
Next Meeting: Tuesday, October 5, 2004, 7:30 p.m. - 9:00 p.m.
Agenda items for this meeting are due to Terry Shoup by Wednesday,
September 29, 2004.
Joint Venture Board meetings for the remainder of this calendar
year: October 5 November 2 December 7
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