2021-12-08 Minutes

Alpine CC Board Minutes
6:00 pm Wednesday, December 8th, 2021 at ACC

Present: Joyce Long, Dorothy Brinckerhoff, Rachelle Payne, Melissa Meyer, Roger Irvin, John Scott, Jeanne Lindsay, Kerry Hastings

1. Discuss & approve minutes of the previous meeting


2. Review board email votes since last meeting

3. Prioritize Agenda

4. Reader board sign design options

Roger emailed a design sketch, based on the design of the Willamette Grange sign. Board discussed moving ahead with that design. Roger did some prep research on railings, and so far found only plastic rails. The people who did Willamette Grange’s sign may have a lead on metal rails, or we may be able to fabricate our own. Roger to consult with them, Dorothy and Jeanne to make sure he has all available contact info.

5. Review and Accept Financial Reports

Board reviewed the financial reports for November. The highlights included:

  • Preschool poinsettia fundraiser netted around $700 over expenses,
  • State of OR charged us a fine because we didn’t report last year that we weren’t holding bingo.
  • We spent about $1330 in materials to get Resale Shop up and running at the new building. About $500 of that should be reimbursed by the building owner, for light fixtures we installed.

The Board Accepted the reports.

6. End of Year Appeal Letter Donations

Dorothy reported that we have received about $3290 so far in donations in response to the end of year appeal letter. The effort required an expense of about $133.

We received a large donation designated for preschool scholarships, but at this time don’t have any families asking for assistance. Joyce, Rachelle, and Melissa will work on more strenuously promoting student recruiting in January, featuring the availability of scholarships. Joyce to revise the trifold brochure before our January board meeting.

7. Reopening of the Resale Shop

Dorothy reported that we still have not been able to connect with Andi Hooper to formalize a sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop.

Kerry reported that we had a powerful opening weekend at the shop, with many positive comments. The second weekend included being open Sunday to capitalize on the Barn Store’s final opening, and we did heavy sales on the second weekend, too.

Our challenge will be in recruiting volunteers to support more open times. (As it has been often in the shop’s history.) We have one new volunteer, but the new one is not comfortable doing solo.

We have had one customer try to enter without a mask. That person ended up choosing not to come in when Kerry asserted our enforcement of the state mask policy.

For all volunteers, including school and resale shop, the board consensus is that if you have had elevated temperature or visible symptoms of illness, you must be symptom-free for at least 10 days OR have a negative COVID test within 48 hours before you can return to your volunteer activity.

8. Furnace Failure to Heat (late November edition)

On the heels of the Nov. 2nd repair of the loose wire between the thermostat and the furnace, the furnace went out again on Nov. 29th. Montgomery Heating & AC was not able to come out to inspect it until 11/30. The diagnosis was that the 45 year old controller circuit board was malfunctioning. They were able to locate a replacement board in the Midwest. They fixed the furnace on 12/8. Rachelle had to cancel preschool several days because even with space heaters the preschool rooms could not be warmed sufficiently.

9. Preschool Status

Rachelle & Joyce reported that enrollment is low and unchanged, with seven 4 yr olds and four 3 yr olds. At that level, the needs for co-oping parent participation have been covered.

Between travel, district days off, and so forth, there was only 1 day in November with all 4 yr olds in attendance.

The parents are still discussing and planning the play yard repairs.

A new printer (a refurbished HP color LaserJet) has been purchased and received. Joyce is still working through connection/communication issues.

The parents’ plan for a bazaar fundraiser has morphed to a FaceBook online silent auction event scheduled for 12/15th to 18th.

Nicole Nystrom did a GivingTuesday fundraiser for the preschool on 11/30, and raised $200.

The schedule for field trips is lining up through the winter.

The parents will start Scamper planning in January.

10. Background Checks for Co-Op Parent Volunteers

Joyce reported that the list for the batch of checks to submit to ODE has been prepared, but was still awaiting printing, due to delays with the new printer.

11. Equipment Rentals Application/Agreement Form

The Board tabled review of draft equipment rental form that Melissa is preparing.

12. Move from MadMimi to MailChimp

Tabled. Dorothy to work with Melissa on this migration during January.

13. Recommendation for Fencing the Back Yard

The Board tabled discussion of design options and recommendations.

14. Budget for FY 2021-2022

John had not completed preparation of the draft 0 budget. The board tabled discussion.

15. New Business

16. Proposed agenda for January

Developing a coordinated plan for using the Kindersport funds to improve the back yard and play structure area for preschool play use.

17. Schedule

ACC Board 1/12


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