2024-06-12 ACC BOD Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, June 12th, 2024 at ACC
(Total scheduled minutes: 60 mins)

Present: Rachelle Payne, Dorothy Brinckerhoff, John Scott, Roger Irving, Melissa Meyer, Colby Postle (Parent Guest)
Absent: Joyce Long
1. Discuss & approve minutes of the previous meetings (5 min)
Approved
2. Review board email votes since last meeting (1 min)
NA
3. Prioritize Agenda (2 min)
Prioritize our visitor.
4. Parent Visitor
Colby Postle joined the meeting to talk to the board about issues she has raised with Preschool policies. The board listened to her concerns and narrowed it down to 4 points:
-Board/Parent Communication
-Parents in the Classroom
-Use of Hand sanitizer
-Cancellations/Closures-
Over the next few months the board will review and address each item.

One of her major concerns was her perception that we had expelled her son from Preschool.
Mrs Postle had told us in her email that moving forward her son would no longer attend our preschool and we accelerated the time line by requesting that he no longer attend school. Her interpretation that we expelled him from school was not our intent. The board regrets our choice to ask him to no longer attend. We apologized to her for the misunderstanding and the hurt feelings.
5. Joyce Long’s Resignation
Dorothy made a motion that we regretfully accept Joyce Long’s resignation and acknowledge her many years of service to the community. We will celebrate her at Benny’s next month’s meeting at 5pm with the meeting afterwards.
5. Review and Accept Financial Reports for April & May (10 min)
Approved
6. Resale Shop Updates (5 min)
Progress Report (Dorothy)- Everything great, no news to report.
7. Preschool Updates (15 min)
Report (Rachelle& Melissa)
Tabled
8. Summer Camp
Tabled
9. Building Usage Review and Updates (5 min)
Discussion (All)
Dorothy is exploring the idea of removing the propane tank and heating and cooling upgrade options.
10. Road Enlargement
The Board received an email from Mary Jo Fletcher in regards to a new neighbor who is required to enlarge the road across from the Community Center. The Board composed a letter back in response asking for more detail.
11. New Business (5 min)
Bookcase in the hallway- the Resale Shop would like to have the unused, small bookshelf from the hallway. The board approved.
12. Proposed agenda for July (1 min)
Parent Concerns to address:
How to avoid cancellations and closures- Substitute teachers
Making an agenda for the Board to have more communication with Preschool Parents
13. Schedule (1 min)
ACC Board Meeting 7/10/24

2024-05-08 Board Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, May 8th, 2024 at ACC

Present: Joyce Long, Dorothy Brinckerhoff, Roger Irvin, John Scott
Absent: Rachelle Payne, Melissa Meyer

Discuss & approve minutes of the previous meetings
Approved
Review board email votes since last meeting
No email votes.
Prioritize Agenda
Review and Accept Financial Reports for March
Accepted the P&L and balance sheet for March. Dorothy is still finalizing the April reports. We previewed the April balance sheet, and found it acceptable with the edits that Dorothy described as yet to come.
Resale Shop Updates
Resale shop is going well. Nothing notable to report.
Preschool Updates
Rachelle sent a written report (here interspersed with notes on Board responses):
I have an Open House this month, enrollment for the lil Dragons (4-5) is almost full!! I’m hoping the Hatchlings (3-4) will catch up.
Graduation is June 6th. I would like to ask for up to $150 for graduation items, and a party. I’d also like to request up to $300 for the end of the year bbq. Date TBD. That amount would include rental of Bellfountain park. Board accepted these requests for expenses.
Could the first Saturday dinners please get added to the calendar? Joyce agreed to do this.
I left chairs out over the weekend after looking at the clear calendar, but they had their dinner Saturday night.
In the PCPO standards checklist, #10 under health and safety states, “Teachers are required to have a Food Handlers Permit”. There doesn’t appear to be any sort of exemption. I will work on obtaining the permit.
I have attached the flier for Summer Camp! (slight name reformat). The dates will be July 1st through August 1st. Please look over the draft flier and let me know if we’re good to launch. I believe I removed all mention of the preschool. Board reviewed the flier during the meeting, and suggested 2 edits, but otherwise approved the flier for distribution.
Could we please get the pest guy out to spray? Lots of wasp nests are popping up. Dorothy accepted this to do item.
I had a man email me, asking to volunteer at the school. Long story short; the wording of the email and the “vibe” I got was creepy. Especially when he asked me to give him contact info for other preschools and daycares I might know of. I just wanted to inform the board, if you’d like more info please let me know. Board had no drive for more details.
Building Usage Review
Rachelle reported: there were a lot of large food chunks left on the floor in the Big Room after the community dinner on 5/4. Perhaps they wiped tables and forgot to vac?
Building Updates
Dorothy met with John Montgomery at the Center. He reinspected the furnace and ductwork. He was skeptical of how well ductless heat pumps would work for us. One point is that we already have ducts, but the wood-lined plenum return shaft does not comply with current building codes. He agreed with the building inspector that our furnace is old and inefficient. He asserts that we could do better. A new furnace would use less propane. He will send a quote. A combination of a small heat pump and a new smaller furnace is his recommendation. Montgomery staff thinks there might be grants available from Energy Trust of Oregon or from our electric company to assist with the expense.
Rachelle reported: I apologize for dropping the ball on the ductless heating. My hope is to have some quotes in the next week or so and I will email them to the board.
The board discussed the possibility of moving the propane tank to the edge of the property in order to maximize open space on the south side of the building. Dorothy has rescheduled the meeting with Co-Energy propane to get a site review to determine code requirements and costs.
New Business
No new business.
Proposed agenda for June
Nothing in particular.
Schedule
Monroe BBQ & Logging festival 5/18, ACC board 6/12

2024-04-10 Board Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, April 10th, 2024 at ACC
(Total scheduled minutes: 60 mins)

1. Discuss & approve minutes of the previous meetings (5 min)

Approved both January and March Minutes

2. Review board email votes since last meeting (1 min) NA 3. Prioritize Agenda (2 min) NA
4. Review and Accept Financial Reports for March (10 min) Tabled for Quickbooks Update

5. Resale Shop Updates (5 min)

Progress Report (Dorothy)

Nothing to report

6. Preschool Updates (15 min)

Report (Rachelle, Joyce & Melissa)

New Names:

3-4s Hatchlings

4-5s Little Dragons

Recruitment of students/ Enrollment- Little Dragons are halfway filled, Hatchlings have 2, lots of interest for next year.

Preschool Scamper- No sign ups as of now. There is a parent meeting tomorrow, more info after.

Parents Survey
Rachelle was able to sell the play structure for $300. She requested another $300 from the X Grant.

7. Building Updates (5 min)

Discussion (All)

Melissa- Unified Insurance Group, LLC Updated policy for building and Resale Shop Coverage. Dorothy will

We will be looking for someone to dig the ditch to move the propane tank. Dorothy will get quotes for the move but we will need to have the ditch dug ourselves.

8. Details of Rentals (5 min) (Rachelle)

The board looked over the Rental agreement. Dorothy will add in the items from the last meeting that are not already there.

9.Building Improvements
The lights, fans and trac lights were cleaned. Cost was $185. Preschool door locks should be installed this weekend. Inspection cost $695. The board went over the summary.

  • ●  Dorothy will call about the Heater issues and get quote
  • ●  Rachelle will get quotes for ductless heat/air
  • ●  Dorothy will get the yard maintenance to clear out the East side of the building
  • ●  John is awesome and has already taken care of several items on the list.

    10. New Business (5 min)

    11. Proposed agenda for May (1 min)

    12. Schedule (1 min)
    ACC Board Meeting 5/8/24

2024-03-13 Board Minutes

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Alpine CC Board Agenda
6:00 pm Wednesday, March 13th, 2024 at ACC
(Total scheduled minutes: 60 mins)

1. Discuss & approve minutes of the previous meetings (5 min)

Approved

2. Review board email votes since last meeting (1 min) NA

3. Prioritize Agenda (2 min)

4. Review and Accept Financial Reports forJanuary & February (10 min)

Approved

5. Resale Shop Updates (5 min)

Progress Report (Dorothy)

Dorothy reports all is well at the Resale Shop

6. Preschool Updates (15 min)

Report (Rachelle, Joyce & Melissa)

Melissa acknowledged Rachelle’s contribution and taking ownership of the Preschool. We appreciate all of the time and energy she puts in on a daily basis.

Rachelle expressed her thoughts on Preschool property needing to be off limits to renters and community events. Unfortunately, items have been broken.

A kids corner was discussed as well as a community box of toys for renters to use.

7. Building Updates (5 min)

Discussion (All)
Siding on the back wall is #1
The board measured the distance to move the propane tank- about X feet ?

Concrete patio with a walkway off of the kitchen door.

Measured the space for the storage unit 10×20. Melissa suggested it go into the corner closet to the building.

Fencing backyard

Rachelle suggested having an inspection to see if there is anything structural that needs attention in the building. Rachelle will get someone to do it for $800 or less. Any more will need to be voted on by the board.

She also would like to explore different ideas of ground coverings for the backyard. It is unusable for most of the year because of the wetness.

Melissa suggested we look into Rubber Turf.

Rachelle suggested we hire some spring cleaning and yard maintenance. Malia can do most except the glass hanging lamps. Rachelle will find someone.

Keith will re-key the 3 doors in the hallway so they all have the same key and can be locked for events.

8. Details of Rentals (5 min)
cleaning, things being broken, animals in building, deposits, etc.

The board agreed that there should be no firearms allowed on the property due to the presence of a preschool. Dorothy will order signs to hang on the building.

Melissa will update the Rental Agreement. (Rachelle)

9. End of Year Letter (5 min)
Dorothy

Remove from the Agenda

10. New Business (5 min)

Community toys/Kids corner

11. Proposed agenda for April(1 min)

12. Schedule (1 min)
ACC Board Meeting 4/10/24

2024-02-14 Board Minutes

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Alpine CC Board Minutes

6:00 pm Wednesday, February 14th, 2024 at ACC

Present: Joyce Long, Dorothy Brinckerhoff, Roger Irvin, John Scott
Absent: Rachelle Payne, Melissa Meyers

1. Discuss & approve minutes of the previous meetings (5 min)
Melissa has not yet sent draft minutes of January’s meeting to review.

2. Review board email votes since last meeting (1 min)
There have not been any email votes this month.

3. Prioritize Agenda (2 min)

4. Review and Accept Financial Reports for January (10 min)
Dorothy has not yet sent the financial reports for January.

5. Resale Shop Updates (5 min)
Dorothy report that Kerry convened a staff meeting. They have a new volunteer. They have made some upgrades (purchased and deployed a bookcase, trimmed out around the alcove to bathroom).

6. Preschool Updates (15 min)
Rachelle, Joyce, & Melissa sent no update report.
There has been no action yet on composing a survey to send to the parents.

7. Building Updates (5 min)
Tabled.

8. Details of Rentals (5 min)
In Rachelle’s absence, we tabled this discussion. We decided to transform this ad hoc agenda item into a standing agenda item for building usage review.

9. End of Year Letter (5 min)
Dorothy has sent tax receipts to our donors. Thank you, donors!

10. New Business (5 min)
Last month we talked about buying a prefab shed to expand our storage. This month, we discussed that it may be time to return to the ideas that we considered several years ago to expand the building. The expansion plan that we worked up then included extending the building to both the west and the south, as well as improvements to the south yard. The board discussed resurrecting that work with a focus on south side of property. A storage shed was not part of that plan, but introducing it could couple well with the fencing and play yard improvements we were talking about last year, as well as the patio ideas in the expansion plan. Dorothy will try to recruit a couple people to help with south yard design.

11. Proposed agenda for March(1 min)

12. Schedule (1 min)
ACC Board Meeting 3/13/24

2024-01-10 Board Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, January 10th, 2024 at ACC (Total scheduled minutes: 60 mins)

1. Discuss & approve minutes of the previous meetings (5 min)

Accepted

2. Review board email votes since last meeting (1 min)
3. Prioritize Agenda (2 min)
4. Review and Accept Financial Reports for November & December (10 min) Accepted
5. Resale Shop Updates (5 min)
Progress Report (Dorothy)
Doing great!
6. Preschool Updates (15 min)
Report (Rachelle, Joyce & Melissa)
Recruitment of students/ Enrollment
Parents Survey:

  • ●  Playground equipment
  • ●  Parent co-op
  • ●  Daily classroom

    Classes have been combined and it was a great decision, it’s going really well. (Maybe consider only having one group next year? Daily?)

    Saturday May 4th Preschool Scamper, more to come soon.

    Rachelle would like to get a new table 6×3 and 24-30 inches tall. They are very expensive so we will keep our eye out for a used one. Melissa suggested she contact the Grade School to see if they have one that they aren’t using.

Rachelle is looking to upgrade the playground equipment. She will put together a collection and present it to the Board.

She requested $250 for adding to the Curriculum.

7. Building Updates (5 min)

Discussion (All)
Dorothy proposed we buy a storage shed for more organization. She showed us some options and various prices. She proposes we put it in the back corner behind the kitchen. We can store the outdoor equipment.

Roger requested that at the next meeting we all bring a list of building improvements that we can prioritize.

8. Details of Rentals (5 min)
cleaning, things being broken, animals in building, deposits, etc. (Rachelle) No vaping, clean up after your dog, no firearms, No pet policy Melissa needs to add the tables/chair agreement to the website.
9. End of Year Letter (5 min)
Dorothy $3300 in donations so far
10. New Business (5 min)
11. Proposed agenda for February (1 min)

● List of Building Improvements

12. Schedule (1 min)

ACC Board Meeting 2/14/23

2023-12-13 Board Minutes

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ACC Board Minutes
Wednesday, December 13, 2023 at 6:00 pm
At the community center

Present: Joyce Long, Rachelle Payne, Dorothy Brinckerhoff, John Scott
Absent: Roger Irving, Melissa Meyers

Review Previous Minutes
None of us remember any corrections to the November minutes. Approved.

Board Actions via Email
None.

Preschool Report
Rachelle reported that the Poinsettia sale went great.
The parents are collecting items for the silent auction. They have already received many donations. The auction is this Friday-Saturday (15-16th) with pickup Sunday the 17th, 10-2pm, at ACC.

The 3-4yr class has had 1 student withdraw, after the child broke their leg. Another student’s parent has withdrawn them for unrelated reasons. This leaves the younger class down to 5 students, and older class at 7 students. Rachelle would like to combine the two classes. The parents support doing so, and Rachelle’s judgement is that it would work well for all. Rachelle asked whether the Board would support combining. The board members present all agreed.

Keith Payne has kindly taken down the old blinds in the great hall and mounted the new ones. The board concurred that the old blinds are not worth any salvage attempt, and are OK to send to the landfill. John took the box of old blinds to help them find a suitable dumpster.

Dorothy and Melissa have worried lately that the preschool parents interact so much with Rachelle that they may be unaware of the Board’s role in the preschool. Dorothy suggested that the board should survey the parents to solicit feedback about preschool, to counteract a possible perception that the board is a silent, faceless, uninvolved entity in the shadows. Joyce & John agreed that this was worth doing.

We have a building rental scheduled for Saturday the 16th. Joyce will meet them Saturday morning to admit them into the center, get them started, and remind them of the cleanup rules. Dorothy can check in late afternoon to remind them to clean up.

Financial Reports
Dorothy reported that she is growing more comfortable with online QuickBooks.
Holiday festival net appears to be $3600-3700, but some expenses are not on the books yet.
Poinsettia netted around $1000-1600, but some entries may have been mis-assigned.
The new entry in the P&L for “Sales of product” is sales from the resale shop.
SBCE Art in the Park wages now appear up in main wage expenses rather than their previous location tucked away in the end as Other. This makes it harder to match them up to the offsetting reimbursement from SBCE.
Accepting the financials was tabled to next month due to lack of quorum (Rachelle had already left.)

Readerboard Sign Project
Sign construction is done. The Oregon Cultural Trust has sent out an announcement of our announcement. Dorothy has observed that on cloudy days, the solar powered lights are dimmed out by 11pm. Jonathan & his wife are putting up announcements about the community shared dinners. Dorothy has organized the letter stock in a cabinet.

Alpine Holiday Festival Lessons Learned
The after-event evaluation confirmed the success that we observed on the day. Next year we will need a new volunteer to manage the raffle—Kerry is planning to redirect her effort to the kitchen. Other volunteers plan to return next year.

New Business
Most of us having been using an email address for Joyce that she is no longer checking regularly. Joyce asked us to please use her use gmail address.

Calendar
Next mtg 1/10/24

2023-11-08 Board Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, November 8th, 2023 at ACC (Total scheduled minutes: 70 min)

1. Discuss & approve minutes of the previous meeting (5 min)

Approved

2. Review board email votes since last meeting (1 min) 3. Prioritize Agenda (2 min)

4. Review and Accept Financial Reports October (5 min)

Tabled till next month. Dorothy is dealing with issues with Quickbooks Online.

5. Resale Shop Updates (5 min)

Progress Report (Dorothy)
Still doing great! Lots of good donations and sales.
They will have a booth at the Alpine Holiday Festival. They may only be open 2-5 6. Preschool Updates (15 min)
Report (Rachelle, Joyce & Melissa)
Recruitment of students/ Enrollment
Summer Program

$1788 for Poinsettia sales fundraiser
Rachelle presented 1 Tuition Assistants App- Board Approved
Science Factory and Storybook Land field trips are planned.
Online Auction will be going on, a different platform this year, not facebook, but parents will advertise on FB

Parent volunteers have been showing up to volunteer in the 3-4 class but 2 classes in the 4-5 had to be canceled last month due to no volunteers.

7. Building Updates (5 min)

Discussion (All)
Blinds in the big room have been hung (thanks Keath!)
The door to the storage room needs the hinge fixed, John volunteered to fix it. Back door- Roger just got the weather striping and will work on the door soon. Entryway floor- Sky and Joe

8. Sign construction (5 min)

Discussion (Roger & John)
Looks Awesome! Still have a couple of things that need to be finished but 99.9% done.

9. Alpine Holiday Festival

(Melissa & Joyce)
We are excited for this weekend’s event. Everything’s coming together with the help of past and new volunteers.

10. Upholstered Chairs

(Dorothy)
Remove from Agenda now that they are complete.

11. End of Year Letter
$915 so far has been donated

12. New Business (5 min)
13. Proposed agenda for December(1 min)

We will celebrate by bringing gluten free treats to share!

14. Schedule (1 min)

ACC Board Meeting 12/13/23

2023-10-11 Board Minutes

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Alpine CC Board Minutes
6:00 pm Weds, Oct 11th, 2023 at ACC (Total scheduled minutes: 70 min)

Present: John Scott, Melissa Meyer, Joyce Long, Roger Irvin Apologies: Dorothy Brinckerhoff, Rachelle Payne
1. Discuss & approve minutes of the previous meeting (5 min) Approved
2. Review board email votes since last meeting (1 min)
3. Prioritize Agenda (2 min)

4. Review and Accept Financial Reports Sept (5 min)

Request clarification from Dorothy:
Profit & Loss Sheet
Under “Fundraising Expense” $70 on the “Bingo” line. “Sales of Product Income”- Is this the Resale Shop?

Accepted with clarification.

5. Resale Shop Updates (5 min)

Progress Report (Dorothy)
Dorothy reports that the Resale shop is doing great as ever.

6. Preschool Updates (15 min)

Report (Rachelle, Joyce & Melissa)
Recruitment of students/ Enrollment- Added 1 Student to the 3/4s
Pumpkin Patch Field Trip 10/20
Rachelle has had to cancel 2 days of 4/5s class due to lack of Parent Volunteers.

Rachelle requested to use up to $250 for an All School Halloween Party on 10/31. The board approved this request.

Rachelle would like to continue purchasing equipment, toys and storage for outdoor play using the Knudsen Grant- up to $750 before reconvening with the Board. The Board approved.

7. Building Updates (5 min)

Discussion (All)
Rainy season is upon us. Roger ordered the seal and is still waiting for its arrival. When it arrives he will install it. Rachelle and her husband will install the blinds soon. They also hung the new cameras. Joyce is unable to log into the water sensor app. Dorothy is looking into the free membership.

Rachelle reports that the new Blink Cameras will be installed soon. Blinds will also be installed in the main hall.

8. Sign construction (5 min)

Discussion (Roger & John)
Sign looks great! Roof is on, still working on the metal shingles. Lights will go up soon, LED with solar panel. We are within the budget.

9. Organizing and Storage (Jeanne, Dorothy and Rachelle) Remove from the agenda
10. Alpine Holiday Festival (Melissa and Joyce)

Melissa and Joyce report that the festival planning is moving right along. Our new volunteer Amanda is posting on FB and finding new ways of Advertisement. Raffle and Pie donations are being solicited and Volunteers are being sought after.

11. Upholstered Chairs

(Dorothy)
Dorothy got the chairs finished and they look great! Do we owe her anything? Spraying Socgard soon.

12. End of Year Letter

John will update the letter and get the Board a copy this week. Melissa will get the addresses printed out.
Should we set a date to meet and stuff envelopes?

13. New Business (5 min)

14. Proposed agenda for November(1 min)

15. Schedule (1 min)

Move the Nove Board meeting? Can everyone attend? ACC Board Meeting 11/08/23

2023-09-13 ACC BOD Minutes

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Alpine CC Board Minutes
6:00 pm Tuesday, Sept 13th, 2023 at ACC
(Total scheduled minutes: 70 min)
Present: John Scott, Melissa Meyer, Joyce Long, Rachelle Payne, Dorothy Brinckerhoff, Roger Irvin

1. Discuss & approve minutes of the previous 2 meetings (5 min)
July minutes were amended and approved with the amendments.
August minutes were approved.
2. Review board email votes since last meeting (1 min)
3. Prioritize Agenda (2 min)

4. Review and Accept Financial Reports August(5 min)
Reviewed and Approved August reports with a motion by John made that we will accept all previous months financials for May, June and July knowing that they were corrected by notes in August. Moved and accepted.
5. Resale Shop Updates (5 min)
Progress Report (Dorothy)

6. Preschool Updates (15 min)
Report (Rachelle, Joyce & Melissa)
Recruitment of students/ Enrollment
School is going well. Fundraisers and field trips are scheduled.
2 New Tuition Assistance Applications were reviewed and approved.
Rachelle continues to struggle with PCPO and their strict guidelines. The summer program might not happen with the requirements.

7. Building Updates (5 min)
Discussion (All)
Rachelle’s husband will help hang the blinds in the main room.
Rachelle would like to look into adding ductless AC
Roger and John did test with the Kitchen Door and confirmed it is leaking along the seals on the side of the door which are failing due to the doors being installed incorrectly. Roger will get replacement seals to see if this will keep the water out. If not, we will consider an awning.
We need to consider replacing the siding on the South side of the kitchen.
Sky Evans does reflooring and will work with Dorothy to finish out the flooring in the hallway.
Rachelle reports that she saw a neighbor bring over a playpen and other trash items.
8. Sign construction (5 min)
Discussion (Roger & John)
Roof- Work in progress, John and Roger should be working on it this Saturday.
Logo- Dorothy was quoted by Northwest Graphic Imaging $289 for the two sides. Jenny Gray sent Dorothy the graphics and it was sent to NGI. She is still waiting to hear back. The board members gave her names of other companies to contact in case NGI falls through.
Letters have been put up! Letters will need a filing drawer for storage.

9. Organizing and Storage
(Jeanne, Dorothy and Rachelle)
There was no need to buy storage items.
10. Alpine Holiday Festival
(Melissa)
Committee is meeting regularly and has new volunteers
11. Upholstered Chairs
(Dorothy)
The woodend chairs need to be reupholstered. Dorothy will look into the cost and bring it to the next meeting.

12. New Business (5 min)
The Popcorn machine is no longer needed at the Library so Joyce brought it back to ACC. The board discussed on what to do with it or should we loan it out.

13. Proposed agenda for October (1 min)

14. Schedule (1 min)
ACC Board Meeting 10/11/23