Attending: Patty, Roger, Dorothy, Evelyn, John, Joyce, Dena.
1. Read and Approved minutes of the November 9, 2011 meeting as corrected.
2. Prioritize Agenda
3. Preschool report
Sherrie report: Holiday Program on Friday Dec 16 with over 100 participating! Dorothy will attend, take photos and write a short piece for the web and email.
4. Meetings
Joyce suggested improvements so meetings can be more efficient andless time consuming including being more cognizant of digressions, estimating times for each agenda item and having a timekeeper. Roger suggested that if we are better prepared, meetings can be more efficient. That means having an agenda sooner. Joyce agreed to call for agenda items at the beginning of the month so Evelyn can prepare and distribute the agenda sooner.
5. Financial report
Dorothy provided financial reports yesterday in email showing over $16,000 cash on hand including over $4000 that is dedicated to the building purchase
She will try to prepare and distribute earlier in the month in future.
Evelyn asked about two line items in the P&L statement that are confusing because of their names. Dorothy reported that they are relics and that the Balance sheet should be changed to reflect the three classifications of donations: not designated, designated for building repair, designated for building purchase.
Year end letter report: Dorothy reported that the income from the letter so far is about $4950.
Operations Budget creation with NAO:Evelyn reported that she is working with Melanie Chase of NAO toward developing an operations budget.
Evelyn reported concerning being a signer on the Sterling Bank accounts, that she discovered inadvertently that she is a signer only on the savings account and the lock box. The intent is to have Patty, Evelyn, and Dorothy all be signers on all accounts.
Motion: Patty, Evelyn, and Dorothy are authorized to be signers on all accounts and safety deposit boxes for Alpine community Center at Sterling Savings Bank. Motion carried, no opposed.
6. Building Task Force Report
John Scott reported that steps are being taken to prepare for insulating the attic space, including reserving space in the attic for a little storage and for possibility of future installment of a furnace in the attic. John N. is working on determining the cost of the blown in insulation in the attic space.
Roger reported regarding the drainage connection with the Alpine Market that he is unable to reach the project manager. Dorothy suggested contacting Brian the sub-contractor.
7. Programming Task Force Report
Evelyn reported that the Programming Task Force is working on three major projects:
1. Creating a questionnaire/form that summarizes a new program. The form would be completed by the new program spearhead and provided to the ACC Board when the board considers OKing the new program. Joyce provided a first draft of the questionnaire.
2. Junction City recently started a new community center and offered the use of their documents thanks to Sandy H. The Prog Task Force will examine the J City documents to glean useful concepts and terminology, including potential additions/changes to the questionnaire/form.
3. Patty provided a document that summarizes 4 facility use classifications and the rationale for calculating the facility use rates for each class. The PTF is modifying that document for publication. Jeanne provided a first markup, Diane is taking it to the next level.
8. Outreach Committee Report
Bingo report and request for vote on Bingo:
Motion: Dorothy proposed the following Bingo plan recommended by the Outreach Committee for approval by the Board:
¨During the Capital Campaign, net income from Bingo will be dedicated to the Capital Campaign unless required for operations.
¨An additional 4 tables and 24 chairs purchased using the Benton Foundation grant funds ($700).
¨Bingo will begin January 15 with 50/50 cash split. Light refreshments served free. Final blackout game.
Motion Carried. Evelyn noted that her yes vote depended on the cost for the 4 tables and 24 chairs at $700.
Dena suggested changes for the Flyer. Evelyn noted that the current Flyer is well suited for use on the Web and email.
Fundraising Plan Draft 2:
Motion: Evelyn provided a Named Giving Plan recommended by the Outreach Committee for approval by the Board:
Alpine Community Center will display a “Community Builder Plaque” to recognize individuals and businesses who contribute to the ACC Capital Campaign at qualifying levels as follows:
Platinum ($5000 and higher)
Gold($2500-$4999)
Silver($500-$2499)
Donations and memorial gifts for 2011 and 2012 will be combined and included in one plaque and donations from later stages of the Capital Campaign will be presented on a separate plaque or other recognition opportunity (for example if landscaping is taking place, perhaps names on patio bricks could be developed at that time...).
The privacy of those who prefer to be anonymous will be respected. Because fundraising during 2011 did not include an opportunity for donors to request anonymity, qualifying donors will be contacted to ask if their name can be included on the plaque.
Further recognition will be given at an unveiling of the plaque at an event in January of 2013.
TBD:
A brochure to support Capital Campaign fundraising from localindividual or business donors will be created that includes the opportunity to become an Alpine Community Center Community Builder by donating at the specified levels.
Development of same information for the web site.
Supporting information:
The Outreach committee considered several options including an art wall, a donors breakfast, etc. Research in the community suggested that it would be preferable to use a plaque so more of the donation goes into the project and less for recognition.
Motion carried.
Discussion: Roger requested that the Outreach committee consider a recognition plan for key volunteers, perhaps calculating an in-kind value based on volunteer hours.
9. ACC Capital Campaign
Report on visit to Elkton and then to Mr. Gray.
Patty, Joyce, Dorothy, and Roger are planning a trip to Elkton. Michele Gazica and Lori Pelkey have been invited. <<and someone from the Outreach committee??>>
Fundraising Discussion:
»Should a fund for long term sustainability for the ACC operations and programs be initiated with a third party such as OCF or Benton County Foundation along with the Capital Campaign? Yes. Some donors may feel more comfortable donating to a 3rd party. A large donor may be willing to provide the minimum amount to initiate a fund. Fundraiser want a variety of opportunities to reach more donors.
»Relationship building with Oregon Community Foundation: Christine Jepsen and Evelyn are meeting with OCF Eugene representative on the 21st. Will discuss endowments in addition to other opportunities.
¨Action item: John will reconcile the Outreach committee job description of fundraising complete within three years by making adjustments to Capital Budget timeline.
¨Shall ACC Board continue work on a business plan, to demonstrate sustainability, apart from the Capital Campaign? (i.e. a facility rental business that markets to outside groups such as weddings or business retreats, fees for facility use by community members or groups, events dedicated to operations such as the Holiday Festival and Alpine Century? etc) Yes. But need more information before ready to undertake effort, including operating budget and result of programming task force effort.
10. Property tax exempt status Discussion:
Roger reported no new updates on when the County will make its determination.
11. Community Gardens
Action item: Dorothy will provide to Patty the accounting of full budget amount needed for the final report for use in the Trust Management Services due now.
The ACC and First Circle Family Church MOU expires end of December. After that, ACC no longer insures Sharing Gardens.
Action item: Dorothy will provide follow up email before end of year on these items:
1. Roger suggested that Dorothy approach Alpine Garden Club about ACC providing insurance for the part as part of our relationship with Alpine Garden Club.
2. Dorothy will research the costs associated with this change in our insurance policy at Alpine Parkand remove the Monroe Garden from our insurance.
Action item: Trust Management Services grant application due in mid February. Patty and Evelyn will collaborate on application.
12. Policies and procedures Follow up Tabled
These P&P need to be updated:
·obtaining the president’s signature on grants - add to January agenda
·recruiting board members (refer to Appendix A) - add to Feb agenda
·developing agendas for the monthly meetings - add to March agenda
13. Teens in Action reportTabled
14.Library project involvement
Roger reported that the architect for the new library has been hired, construction is going out to bid, on-schedule for construction to begin in Spring. Library group about to begin new phase to fund endowment for facility maintenance/repair, etc.. ACC and Library group need to collaborate on fundraising.
15. OSU or U of O business school interns for projects marketing ACC Tabled
Joyce Report
16. Wish list for ACC to Corvallis newspaper.
Joyce reported publication of ACC wish list in Albany Corvallis “Wish for funding that would help in
paying off the note and also for capital improvements.”
17. Proposed agenda for January:
P&P for obtaining the president’s signature on grants
1. Approved minutes of the October 12, 2011 meeting.
2. Prioritized Agenda
3. Building Task Force
Volunteer thank you. Action item: Patty will print and mail a thank you letter including photos to the roofing project volunteers.
Water Company sign: Volunteers are working to move the Reader Board sign from the Queen Bee location to the larger Water company building facing Bellfountain Road.
Requested building improvements: Outdoor lighting, perhaps photo cell lights on the front porch. Also landscaping plan that includes preschool play area.
4. Financial report
Financial report: Funds available on this date for operations and improvements = Approx $5000+. Income from the Holiday Festival is still begin generated..
Discussion: Recruit a volunteer to provide quarterly “project budget” reports. (This topic was accidentally skipped).
Operations Budget creation:Evelyn will discuss with NAO their involvement in creating an operating budget for ACC.
5. Capital Budget Draft Review
Discussion: Potential drainage connection to the work being done on Mary’s site is not clear. Action item: Roger will determine the current status .
It would be nice to show totals for each year on the budget.
6. ROLES and RESPONSIBILITIES
Building Task Force: Recommends facility improvement project strategies, develops detail project budgets, helps implement project as appropriate.
Motion to approve wording above as updated job description for BTF. Approved.
Outreach Committee: The role of the ACC Outreach Committee is to create and implement a fundraising plan, with approval from the Board of Directors, that pays off the note and funds improvements. The OC works in collaboration with the Building Task Force and Programming Task Force as well as the ACC board to develop a plan and prioritize fundraising efforts.
Programming Task Force: The Alpine Community Center Programming Task Force will seek out individuals or groups to spearhead new uses for the ACC facility with ACC Board approval, create a description and budget for each proposed new program and help develop a facility use calendar with public access to facilitate scheduling.
Motion to approve these job descriptions. Approved.
7. Fundraising Plan/Capital Campaign
A. If, How, When to Approach Mr. Gray
Action items: To honor the recommendation by Mr. Gray of the Elkton Community Center, Patty will research when they are open and organize a visit there to learn more about their programs and operations. Dorothy is willing to participate in a field trip there. Patty will invite someone from the Outreach Committee to participate in a meeting with Mr. Gray, along with members of the SBCE board. The Board should be prepared to answer questions about the ACC Budget, possible endowments or funds through OCF or BCR, and provide a brochure or paper document to leave with Mr. Gray.
B. Fundraising Discussion:
»The ACC Board shall employ the recommendations of the Outreach committee to engage in a Capital Campaign for the next three years to pay for the facility and repurposing. Funding for operations remains the responsibility of the ACC Board and is not the responsibility of the Outreach committee.
»Bingo has a community purpose as well as a fundraising purpose. Option 1: for the first three years, net income from Bingo will go toward the Capital Campaign. Option 2: Bingo income all goes toward operations and thus Bingo is not be a function of the Outreach Committee. Option 3, Bingo income is distributed at the discretion of the Board but is mainly targeted toward the Capital Campaign.
»The Holiday Festival and Alpine Century income is dedicated to operations, thus the Outreach committee is not responsible for these fundraisers.
»The Year-End fundraising letter income shall be used for operations or for the Capital Campaign at the discretion of the Board unless it is earmarked for a specific purpose by donors.
»If the Programming Committee discovers local individuals willing to spearhead a program that is within the ACC mission and approved by the ACC board but that requires funding subsidies as doesthe preschool, (for example, aSr. activity program, a teen activity program, an Art Exhibition program, a music performance program, etc), the fundraising falls under operations and is the responsibility of the ACC Board, not the Outreach Committee.
»Should large donors be recognized using a “named giving” scheme such as a plaque? The ACC board is looking for a recommendation about this opportunity from the Outreach committee.
»Should a fund for long term sustainability for the ACC operations and programs be initiated with a third party such as OCF or Benton County Foundation along with the Capital Campaign? ACC board is looking for a recommendation about this opportunity from the Outreach committee
»Will ACC Board invite OCF rep to meet and discuss as per BCF? The ACC board will play any appropriate role in inviting OCF to visit the Outreach committee for an introduction similar to that of BCF.
Tabled for later discussion and recommendations from the Outreach Committee:
¨Does the board have any updates to the target amounts in the current Fundraising Plan draft from individual donors, events, grants? [Is it safe to assume that this is the dollar range in the Capital Budget Draft?]
¨Should the Capital Campaign have a target deadline? If so, what deadline?
¨Shall ACC Board continue work on a business plan, to demonstrate sustainability, apart from the Capital Campaign? (i.e. a facility rental business that markets to outside groups such as weddings or business retreats, fees for facility use by community members or groups, events dedicated to operations such as the Holiday Festival and Alpine Century? etc)
7. Outreach Committee Report
The ACC Board has reviewed minutes of the Outreach Committee.
Dorothy report: Year end fundraising letter to be mailed November 16 to all in south Benton County.
Action item: Oregon Community Foundation rep should be invited by ACC Board to visit the Outreach committee.
8.Programming Task Force
Property tax exempt status Discussion: Roger reported that ACC is under scrutiny by the County tax assessor to determine qualifications for property tax exemption. The ACC list of “programs” includes many fundraisers and “facility rental” is seen as ambiguous - is it a business or a charity? The ACC charitable activities/programs for community benefit need to be more visible.
Launch meeting: Launch with NAO (Melanie) included a discussion of the question “What is an ACC program?” as per minutes provided to the ACC Board.
Discussion: What are the types of facility uses that the Program Task Force should discuss when seeking individuals to spearhead an activity at ACC?
Patty reported on her research for a model for our efforts. She found and adapted a model that defines four types of facility use ( refer to appendix B for a draft for a complete draft of Patty’s model):
¨Free Use: promotes ACC or is a program of ACC
¨Direct Cost Recovery Use: Direct Cost Recovery Use applies to groups that are not authorized as “Free Use” and whose purposes are not in conflict with the mission and vision of ACC.Direct Cost Recovery Use is defined as an estimate of those costs of supplies, utilities, custodial services, building maintenance, services of any other ACC employees, and salaries paid to employees as a result of the organization’s use of the facility. Typically, these groups may use the Direct Cost Recovery Use fee schedule, provided no admission or donation is charged or solicited for the activity.Activities and groups eligible are typically other non-profits organizations which are not associated with ACC.
Rationale: ACC is responsible for the upkeep and maintenance of the facility.It is sound practice to recover costs incurred for allowing use of the facility. ACC will charge fees on an hourly basis to recoup such costs.To accurately reflect the costs associated with operation of the facilities, it is necessary to account for all expenditures and then apportion them across the specific time periods for which they were charges.
¨Fair Rental Value Use: applies to groups that use the facilitate for entertainment, meetings, or classes for which admission is charged or contributions are solicited and the net receipts are not expended for charitable purposes or the welfare of ACC. Fair Rental Value is defined as the estimated direct costs, plus the amortized costs of the facility or grounds used for the duration of the activity authorized.Amortized costs are computed on replacement costs over 40 years based on the hours of use per year.
¨Commercial Use: Meetings conducted by commercial businesses, Entertainment events for which admission is charged and whose proceeds do not benefit the community center, Activities of private individuals or companies without tax-exempt certificate. Charged Commercial Use rates whereby an average per square foot rental fee was determined, based upon the rental rates of similar facilities that has similar amenities and were of similar size.
9. Preschool report
Sherrie report: Preschool will have a table at the Holiday Festival to raise funds for their field trips.
10. Community Gardens
Action item report: No letter wassent to the greenhouse hosts re: canceling insurance, assuming that they already understand that is the case.
11. Policies and procedures Follow up TAbled
These P&P need to be updated:
·obtaining the president’s signature on grants
·recruiting board members (refer to Appendix A)
·developing agendas for the monthly meetings
12. 2011 Benton Foundation Grant
Dorothy reported:How much would DSL cost? $25 for a land line plus the DSL fee or about $56 per month. At this point, there is nothing going on that wouldjustify the expenditure.
14. Teens in Action report
Joyce reported that there are no structured activities at this time but she is planning to recruit more students for next fall.
14.Library project involvement
Roger reported that SBLP will begin fundraising again to create a fund for facility maintenance. He will provide continuity between the efforts of the two groups to assure both efforts take place without overlap or confusion.
15. Proposed agenda for December:
Budget proposal with NAO, committee reports, OSU or U of O business school interns for projects marketing ACC, Wish list for ACC to Corvallis newspaper.
16. Countdown to first $25,000 payment
Only 25 months until January 2014!
17. Schedule
Holiday Festival November 12
Outreach Committee meeting: November 16, Programming Task Force November 17.
Attending: John, Patty, Roger, Dorothy, Dena, Evelyn
1. Read and approved minutes of the Sept 14, 2011 meeting 5 minutes
2. Prioritized Agenda: 2 minutes
3. Building Task Force report 3 minutes
Roof status: Roof should be finished soon. Within budget. So far about 20 volunteers have helped with approximately 200 volunteer hours. Big push this Saturday for sure. Dorothy will provide food for workers on Saturday.
4. Financial report 10 minutes
Financial report: Dorothy provided an annual Profit and Loss statement for the 2010 to 2011 fiscal year ending in Jun 2011 and a balance sheet for 10/12/2011.We have about $15,644 in the bank and John N has been reimbursed for part of the roofing materials.
Discussion: Do we need to recruit an assistant bookkeeper/accountant to help Dorothy to assure that ACC Board receives timely financial status information?
Motion approved: Recruit a volunteer to work with Dorothy to provide quarterly “project budget” reports.
Action item: Brainstorm volunteers. E will ask Karen Salot.
Report: Evelyn submitted final report to close the FFF Fundraising Plan Tech Assistance Grant.
Report: Evelyn contacted NAO regarding coaching us to create a budget. They have a total of about 25 unclaimed hours. They will help us launch the Programming Task force then give us remaining hours to help us with budget creation.
5. Capital Budget Draft Review 20 minutes
Motion approved:
Add new “A” priority2011Q4 project to collaborate on drain outflowwith Mary assuming the cost is about $500.
Make A Priority: Air ducts in East Wing; East wing ceiling insulation; Air duct in Great Hall; all efforts to improve HVAC.
Make B priority: Draining; Outdoor signage; Storage
Make C priority: All Fire Code and ADA items; Pocket door between classrooms, Remove one or more walls;
6. Outreach Committee Report 20 minutes
a. Action planning: Prior to the Outreach meeting, provide Outreach committee with the Capital Budget draft (Rev B if possible) and financial reports from tonight’s.
b. Action planning: Year end fundraising letter to be mailed November 25 to all in south Benton County.
Letter has been drafted and submitted for editing to the Outreach committee.
Dorothy reported that a company in Eugene, EDMS, can provide mail service for BxW 2 sided letter to all 97456 zip codes for $560.
Motion approved: BOD authorizes expenditure of up to $800 to send out Year-end letter (including potential color option for the letter).
7.New Programming Task Force 10 minutes
Action item report on recruiting successes:
Diane Hoff: can attend first meeting by Skype
Jason Beam
Jocelyn Parsons
Christine Hinton
Sandy Halonen
Tibbi Scott
Joyce Long
Jeanne Anne Lindsay
Action needed: Continue recruiting.
Action item: Evelyn will work with NAO (Melany) to select date for launch and draft agenda: October 24 - 30.
8. Preschool report
Sherrie report:
·Poinsettia sale to fund field trips. Plants will be available around Thanksgiving time.
·Thoughts on the building: The classrooms are working out really well. If the only reason to put a slider door between rooms is to accommodate preschool then that is an expense we don't need :-)
9. Community GardensTabled
Action item report: Joyce report onletter to the greenhouse hosts re: canceling insurance.
10. Policies and procedures Follow up 7 minutes
Action item report: Recent changes to the bylaws, articles of incorporation and policies and procedures were distributed to the board. Dorothy sent corrections to the articles.
Action item: All members consider how to draft updates to these procedures to discuss next month:
·obtaining the president’s signature on grants
·recruiting board members (Evelyn will collate procedure currently in use from BOD minutes)
·developing agendas for the monthly meetings
11. Facility Rental
Discussion: Should ACC Board request that the Outreach committee or new Programming Task Force provide recommendations for facility rental Policies and Procedures? No.
Should public meetings be free?
For now, all agreed we will consider each use on a case by case basis until we develop policies and procedures.
We need a philosophical discussion about the balance between what benefits the community and the ACC need for operating funds.
12. 2011 Benton Foundation Grant
Dorothy requested funding DSL for the building.
Action item: Dorothy will research How much would it cost? How much rental income from the FILP training in 2012? Would that justify the expenditure? E and John support the concept but question whether there is enough need at the moment
13. Teens in Action reportTabled
Joyce report:.
14.Library project involvement Tabled
Roger report.
15. Proposed agenda for November:
Preschool report/Building task force report/Outreach report/Teens in Action report/Financial report/ /Programming committee progress/DSL/Facility use/ P&P follow up/BTF report
