Alpine Community Center

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

Approved.

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

Alpine CC Board Minutes
6:00 pm Wed., July 13th, 2016 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

The board reviewed draft financial reports for June. The balance sheet draft we reviewed includes some long-awaited accounting cleanup entries for previous years and inter-fund transfers for the current year.  We noted some inconsistencies that Dorothy and Marilyn will need to iron out.

5. Preschool Report

No report on preparations for next year or Kindersports program.

6. Funding Bi-Literacy Program, Transportation and Scholarships

Dorothy reported that ACC has been approved by NAO for assistance writing a grant application for these enhancements.  Dorothy received some preliminary feedback, then paused to incorporate year-end financials and another round of reviews.

7. Fire marshal inspection action items

Dorothy reported that the photoluminescent Exit signs have not yet been installed.  Dorothy has signed the contract with SAC to install the monitored fire alarms on July 26 & 27.

8. Close-up responsibilities sign

Draft text for approval. Tabled.

9. Recycling Center abuse

John reported that he has not yet installed the cable for the wireless repeater to ease access to the video monitoring recorder.

10. 2012/2014 Trust Mgmt Grant Implementation

Dorothy has purchased and received delivery of a locking bulletin board cabinet to incorporate into the kiosk. Roger has agreed to install the bulletin board.
Charlene is working on creation of the Preschool sign.

11. Lessons learned from summer fundraisers
    6/25 Willamette Gran Fondo—The event went smoothly. The donation to ACC is still outstanding
    7/9 Cycle Oregon— We did not meet our commitment for the number of volunteers. It ended up being enough, but we still need to use care in the future when committing to staff summer events. John mixed up the times and didn’t have volunteers there when the CO staff expected, so we would do well to take greater care with details in the future. We expect the donation by 7/25/16.
    7/10 Bluebird Hill Winery— Dorothy attended, and there were some others in attendance.

12. Building Task Force

Dorothy met recently with Junction City Electric (which also now owns RG Smith Electric) to forecast the installation for the Phase 2 Main Hall lighting improvements. Electrician does not expect problems putting the new lights on one or more additional circuits. Installation is expected to take two workers two days.

13. Resale shop volunteer screening

Rachelle reviewed her experience this month with a volunteer who worried her.  Many years ago we routinely ran criminal background checks on parent coop volunteers, and we probably need to get back in that habit.  The board agreed that this is reasonable for both parent coop volunteers and resale shop volunteers.  Rachelle agreed to inquire with the school district about what service they use to check volunteers.

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

Roger reported no news from SBAG.

15. New Business

We have been contacted by a woman who wants bring large groups of girls to Alpine from Camp Alpine for some community service volunteering. Dorothy and Rachelle will try to coordinate this to do a deep cleaning in the community center.

16. Proposed agenda for August

Preschool year startup
Holiday festival planning
Prep for Christmas tree lot

17. Schedule

ACC Board 8/10

Alpine CC Board Minutes
6:00 pm Wed., June 8th, 2016 at ACC

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

1. Discuss & approve minutes of the previous meeting

Minutes for the 5/11 meeting approved as corrected. Minutes of the 5/26 meeting approved as corrected.

2. Review board email votes since last meeting

The board reminded ourselves of our decision at the special meeting 5/25/2016 not to pursue funding opportunities that depend on licensing and certification.

3. Prioritize Agenda

4. Financial Report

The Board accepted the financial reports for May.

Dorothy and Marilyn will be meeting in the next week to make a group of needed adjustments and corrections to the books, as well as to set up a grant management tracking spreadsheet.

5. Preschool Report

The Scamper fundraiser raised about 3800 in income, with expenses of around 780.

Char has talked to a candidate who she believes is appropriate for the bilingual liaison position for the coming year.

Char has no change since last month in her projections for the enrollment numbers for next year. About 3/4s of the students are confirmed.

The board approved, absent specific figures, summer hours for Char to clean the facility, organize her curriculum materials, and paint some interior walls.

The Kindersports program is set to proceed, on Tuesdays & Thursdays, 10:00 AM to noon, 6/28 through the end of July, in coordination with the summer school lunch and Read-on-Wheels programs.

6. Funding Bi-Literacy Program, Transportation and Scholarships

Joyce is handing off to Dorothy the NAO materials and the grant application composition (in progress).

7. Student Busing

For the purpose of student recruitment this summer, we need a public position regarding whether we will be able to provide transportation for students who need it. We cannot commit to providing transport at this time. Even so, we will continue to pursue funding for it.

8. Budget Committee for 2016-17

John and Dorothy presented draft version 1 of a budget for the coming year. After discussing it, the board changed the planned amount of grant funding to $20k.  Roger moved to approve the budget as adjusted, Rachelle seconded, Approved.

9. Pay and job description of preschool teacher/director

The board realized the Char has served for two years at the starting salary that was only intended to serve for her first year. Roger moved we change Charlene’s pay rate to $20/hr. Rachelle seconded. Approved.

Charlene asked for clarification of the board’s expectations of her as the director of the preschool program.  The board responded that the director expectations include tuition collection and bookkeeping, budgeting, setting tuition rates, handbook revision, and aide/liaison selection and management.  The board affirmed that Char has been meeting our expectations in this role.

10. Fire marshal inspection action items

Dorothy reported that the photoluminescent Exit signs have not yet been installed.  Dorothy has also been following up on the board’s questions about the estimates for installation of monitored fire alarms. She is expecting to complete the alarm selection review in the next week.

11. Close-up responsibilities sign

Dorothy reported no progress on this item. Action item from May renewed.

12. Recycling Center abuse

Finley National Wildlife Refuge has donated network cable to link the repeater to our router. John & Joyce will install a cable from the office to the west wall.

The most prominent abusive incidents in the last month have been people leaving recyclable materials on the ground when the bin was full and even when the bin was entirely absent. Dorothy will have a new sign made about not dumping materials when the container is full or absent.

13. 2012/2014 Trust Mgmt Grant Implementation

Dorothy reported on her review of the grant materials from the 2012 and 2014 Trust Management grants. The 2014 items are completed.  There are two outstanding items from the 2012 grant: about $600 remains in funds granted toward the recycling kiosk, and $400 in funds for a preschool sign.  The Board discussed design and implementation alternatives for the preschool sign.

14. Raising volunteers for 6/25 Fondo & 7/9 Cycle Oregon

John reported that there have been several volunteers responding directly to the broadcast email appeal. He canvassed the board members to refresh their volunteer promises for the events.

15. Abandoned car in parking lot

Dorothy talked on 6/8/16 to Vicky, the neighbor associated with the car. The car belongs to her grandson. She supports our effort to remove it. She will tell him that he must move it by 6/12/16, and that we will have it towed if it remains after then.

16. Building Task Force

Phase 2 Main Hall lighting improvements:  Roger has found a system where individual bulbs can be controlled via WiFi.  Such technology would ease the wiring requirements for installing the new track lights on the beams. Dorothy will consult with electrician to get budget estimates for wiring with and without additional lines for wall switch control.

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

Roger reported no news from SBAG.

18. New Business

Jeanne-Anne requests $50 for weed cloth and bark mulch for the West flower bed under the sculpture. Roger moved that we approve up to $50 expense for these gardening supplies, John seconded, approved.

The Board also recognized the need for lawn and weed control this summer.  Roger moved we approve expense of up to $200 for a gardener to mow the lawn this summer. John seconded. Approved.

A local family has offered to donate a piano to the Center. The board thanks them and respectfully declines.

19. Proposed agenda for July

Grant application(s) for preschool TAP and bi-literacy enhancement

Fire marshal’s action items

20. Schedule

Willamette Gran Fondo aide station 6/25, Cycle Oregon aide station 7/9, ACC Board 7/13

Alpine CC Board Minutes
6:00 pm Wed., May 11th, 2016 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

The board accepted the financial reports for April.

5. Preschool Report

There have been two incidents this month when Char has found the preschool rooms childishly vandalized, with artwork torn down & ruined, food smeared around the kitchen, and materials missing.  Char and others have found the center doors unlocked on additional days. A local juvenile has been identified as the vandal (for one of the incidents), and reparation steps are under way. Char requests the board install keyed-both-sides deadbolts for the doors (to be used when locking up the empty building).

Char has respectfully requested that the board review her pay rate, and update the job description of preschool teacher/director.

Shirley Blake has resigned from her position as our bilingual aide. As we work toward the 2016-17 school year, Char is comfortable working with the students in both languages.  Stronger than the need for a bilingual teaching aide is our need for a bilingual liaison working with the Latino parents. Char has tasked Shirley with compiling a list of possible candidates for recruiting.

Char advised and the board concurred that we raise our tuition rate for next year by $10/month.

There are several children in this year’s littles class that need more help than we’re able to give them in the current structure. Char would like to find a way we could work with them for additional hours next year as they attend in the bigs class.  The board sympathizes.

Char’s current expectation is 14 bigs and 7 littles (with confirmed signups for about 3/4s of them) in next year’s classes. She will cap the littles enrollment at 12, to ensure plenty of attention to each.

Char is meeting with the licensing people (Cindy Bond & Linda Nelson) on 5/13, to start getting a rating in their system. Based on their feedback, she expects to need to work some hours this summer to prepare her curriculum and materials for the coming year. The board offered non-specific support for this prospect.

Char reported that all is ready for the Preschool Scamper event.  Signups are slightly lower than last year.

Char is trying to schedule Kindersports for this summer on Tuesdays and Thursdays for five weeks, coinciding with lunch program weeks. She hopes this schedule will avoid conflicts with families taking long weekends away from town.

6. Student Busing

Joyce has talked to the principal from Alsea Schools. They run a bus to the Monroe-Alpine area to transport students from here to Alsea.  If we have at least a couple kids and can work out reasonable stops, he is willing to transport kids to ACC, too. There would likely be other issues of timing with that which could make it difficult to work. It still seems more promising to pursue buying a van of our own and running our own transport.

Preschool transportation program guidelines. Tabled.

7. Funding Bi-Literacy Program and Scholarships

Joyce and Dorothy have continued some preliminary steps to prepare grant applications, and are planning to apply to both Ford Family Foundation and Meyer Memorial Trust for parts of a larger budget to fund the bi-literacy program for 2016-17. They have a target of 5/23/16 to file a letter of intent with Meyer Memorial Trust. They will meet to work on the applications.

8. Fire marshal inspection action items

Dorothy has received the photoluminescent Exit signs we agreed to purchase last month. They will be installed soon.
Charlene has made plans to evacuate the shelves near the ceiling over the summer.

We reviewed quotes from SAC and First Response for installation and monitoring of fire alarms.  There is considerable difference between the two quotes. Dorothy will engage the companies with follow-up questions.

9. Rental contract for the ACC

Char has seen poor cleanup from some groups that use the Center. We need to make clear the responsibility of groups and events that use the center that they must tidy up before leaving. Char suggests posting a sign similar to one she has seen at a facility in Philomath, that lists responsibilities at exit time.

10. Recycling Center abuse

Joyce has determined that we need to run network cable from the router to the wireless repeater, to enable easier access to the video monitor.  She and John will work on this.

11. 2012 Trust Mgmt Grant Implementation

The board reviewed the description of projects from the 2012 grant application to identify what may remain to be completed in order to close out the grant. The review was carried over to next month for comparison to the budget and the application for the 2014 grant.

12. Raising volunteers for 6/25 Fondo & 7/9 Cycle Oregon

Mike Ripley attended to discuss the Gran Fondo event. This year the Gran Fondo will be held earlier in the season and will start at Bellfountain Park.  Mike has plotted a long, demanding course.  We would need to supply 4 volunteers for 11:00am until around 6:30-7:00pm.  We can split the shift in any way we want.  Signups for volunteers will be through a web site (specifics later).

The board reaffirmed our intent to provide staffing for an aide station for Cycle Oregon, and to host a water station for Cycle Oregon.

13. Budget Committee for 2016-17

Dorothy and Char are willing to serve on the budget committee. John will prepare the first-draft seed budget.

14. Abandoned car in parking lot

Joyce reported that there has been no action yet on the abandoned car. Dorothy will visit the local family members.

15. Building Task Force

The tracks, cans, and bulbs for the Phase 2 Main Hall lighting improvements have been purchased and delivered.  Dorothy will put together the final report for the grant that funded this.

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

No news.

17. New Business

Oregon Cascades-West Council of Governments has a Foster Grandparents program that teaches older adults to read with children (in English and Spanish). They would like to partner with us to have adults come read to kids during regular preschool hours.  They would provide funding for the readers’ expenses.  Char has met with them and wants to work with this, even though this will present space management side-issues. Roger moved that we enter into a memorandum of understanding for this program for the 2016-17 school year. John seconded. Approved.

18. Proposed agenda for June

Close-up responsibilities sign.
Preschool transportation commitments
Preschool teacher salary

19. Schedule

Preschool Scamper 5/14, ACC Board 6/8, Willamette Gran Fondo 6/25, Cycle Oregon 7/9

Alpine CC Board Agenda
6:00 pm Wed., May 11th, 2016 at ACC
(Total scheduled minutes: 110)

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

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

3. Prioritize Agenda (2 min)

4. Financial Report (5 min)

Financial reports for April.

5. Preschool Report (20 min)

Vandalism of preschool

Pay and job description of preschool teacher

Hiring a new bilingual aide

Rate increase for next year

Extended hours for preschool?

Enrollment numbers for next year

Summer hours for teacher?

Scamper preparations & support

Foster Grandparent Program

6. Student Busing (10 min)

Serious conclusion of transportation issues

Preschool transportation program guidelines

7. Funding Bi-Literacy Program and Scholarships (10 min)

Grant application(s) (Joyce)

8. Fire marshal inspection action items (5 min)

Report (Dorothy) Purchase of photoluminescent Exit signs; Installation of monitored fire alarms.

Report (Charlene) Evacuation of shelves near ceiling

9. Rental contract for the ACC (5 min)

Discussion  (Charlene)

10. Recycling Center abuse (10 min)

Video monitoring & wireless repeater

Recycling Center Task Force

11. 2012 Trust Mgmt Grant Implementation (3 min)

Report (Dorothy & John) What more is required before final report?

12. Raising volunteers for 6/25 Fondo & 7/9 Cycle Oregon (5 min)

Discussion (John)

13. Budget Committee for 2016-17 (5 min)

Discussion (John)

14. Abandoned car in parking lot (5 min)

Report (Joyce):

15. Building Task Force (10 min)

Phase 2 Main Hall lighting improvements.

Report (Dorothy):

16. So. Benton Community Advisory Group (SBAG) for M. Hull bequest (2 min)

Discussion (Roger)

17. New Business (5 min)

18. Proposed agenda for June (1 min)

?

19. Schedule (1 min)

Preschool Scamper 5/14, ACC Board 6/8, Willamette Gran Fondo 6/25, Cycle Oregon 7/9