2016-09-14 Minutes

Alpine CC Board Minutes
6:00 pm Wed., September 14th, 2016 at ACC

Present: Joyce Long, Dena Elliott, Roger Irvin, Rachelle Payne, John Scott, Charlene Opheim
Absent: Dorothy Brinckerhoff

1. Discuss & approve minutes of the previous meeting


2. Review board email votes since last meeting

Approval of updated signers for Partners for a Strong Community bank account, approved by email vote at 8/17/2016.

3. Prioritize Agenda

4. Financial Report

Financial reports for July and August. Reports not yet available.

5. Recruiting a new bookkeeper

Marilyn Palmer, who has served ACC with distinction for several years as our bookkeeper, has tendered her resignation, at least for the immediate future. The board needs to recruit a new volunteer bookkeeper quickly. During the weeks between receiving the resignation and this meeting, the board had not come up with any likely candidates. John suggested that Char approach a certain preschool grandparent.

6. Planning & Preparations for Christmas Tree Lot

There is a probability that many aspects of this program may differ this year, though the details are still in flux. Rachelle & Joyce are approaching owners of lots along 99W in Monroe seeking permission to host the lot at those sites.

7. Duties for a possible office assistant

Rachelle led a discussion in which we brainstormed on tasks that are not getting done well and promptly, that could be grouped to make enough to call a job. The sense was that the things we can think of so far would probably amount to a variable workload of 1 to 5 hours per week. A job of that size would be an odd size to fit most people who are looking for work. It might be appropriate for an under-employed preschool parent, or a student.

8. Recruiting volunteers for Resale Shop

We had a good article about the Resale Shop in the 9/8/16 Tri-County Tribune. In response to a recruiting email that went out on the email list, Rachelle got two new volunteers who have showed up for training and have signed up for their first shift. There is also a possible volunteer with a community service obligation. Joyce will follow up on the data security review to complete the selection of a background check vendor.

9. Preschool Report

The first week of school went well, and better than Char expected. There were 7 students on the waiting list, but we’ve had 4 openings from the committed rolls, and Char filled them today, so that she is expecting full enrollment.

Char is including yoga sessions for the kids this year.

Some of the parents have installed new flooring under the snack/crafts area in the kitchen. The Board thanks the volunteers who installed the flooring.

Char has collected the background check forms for the parents, but awaits approval of a vendor.

Char reports that Claudia is working very well in her role as a family liaison. She is interested in growing professionally into early-childhood education.

There are 7 applicants for tuition assistance. Char reminded the board of her outstanding request for documented criteria and procedures for awarding tuition assistance. Char reviewed the applications with the board. The board sorted the applications by documented need and made recommendations for varied levels of assistance.

Roger will draft a letter soliciting tuition assistance sponsorships from the churches in Monroe, work with Char to polish it, and circulate it to the board for review and improvement.

10. Funding Bi-Literacy Program, Transportation and Scholarships

Joyce reported that our application has been submitted to Ford Family Foundation for a three-year grant covering tuition assistance, bi-lingual aide salary, staff development, fire alarm system (but no van).

11. Fire marshal inspection action items

During August the second phone line was installer and the monitored fire alarms were activated. Char was at ACC when the techs were there to activate it. Char passed along to the board the training on how to stop the alarm once it has been triggered, as well as how to coordinate with SAC when we need to test the alarm system.

Char reported that she has completed clearing the shelves within 2 ft of ceiling,

12. Close-up responsibilities sign

Dorothy circulated by email on 8/11 a draft for the text of a close-up responsibilities sign. Tabled.

13. Recycling Center abuse

John reported that the cabling for the wireless repeater has been installed, and the ACC WiFi network now extends out to the Alpine Water Company building. Joyce is still working on configuring the security video recorder to connect to it.
The bin is very full at 9/14/16.

14. 2012/2014 Trust Mgmt Grant Implementation

Char reported that she is working on making the basic design for the preschool sign “more fun.”

15. Yoga classes

Discussion. Tabled.

16. Building Task Force

Phase 2 Main Hall lighting improvements: The track lights have been installed and are working well.

17. Partnership for a Strong Community school supplies drive

Dena reported that the team used $500 of the carry-over funds from last year to purchase supplies for this year’s needs (along with this year’s grant from Umpqua Bank).
Lessons learned: we need to promote/publicize it more aggressively next year.

18. Planning & Preparations for Holiday Festival

No needs for board action at this time.

18. So. Benton Community Advisory Group (SBAG) for M. Hull bequest

No news this month from SBAG.

19. New Business

The Board discussed our need to have better institutional memory for getting annual and other periodic tasks launched more promptly. We discussed adding another Google calendar for the board, and other alternatives.

20. Proposed agenda for October

Draft year-end appeal letter

21. Schedule

ACC Board 10/12, Plan for July LDS work day, 4/12/17

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