2016-03-09 Minutes

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Alpine CC Board Minutes
6:00 pm Wed., March 9th, 2016 at ACC

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

  1. Discuss & approve minutes of the previous meeting

Approved.

  1. Review board email votes since last meeting

None.

  1. Prioritize Agenda
  1. Financial Report

Financial reports for February.  Accepted.

  1. Preschool Report

Related to the preparation for licensing the facility as child care site, this month the building was inspected by a state fire marshal.  As a result of that inspection, ACC received a list of deficits to be made up: install lighted exit signs, remove items stored within 24 inches of ceiling (both to be resolved in March 2016), and install a monitored fire alarm system (by August 2016).  John moved to approve expense up to $2000 for electrician to install 4 powered/lit exit signs. Dorothy seconded. Approved.

  1. Student Busing and Coordination with Bellfountain Comm. Church

Joyce and Dorothy have been pursuing Luke Krieger of Bellfountain Community Church about arrangements for busing preschool students, but he hasn’t come back with info from his assessment of insurance costs.

Preschool transportation program guidelines. Tabled.

  1. Funding Bi-Literacy Program and Scholarships

A representative from a branch of the Ford Family Foundation will be coming to visit Monroe on Monday 3/14 to get to know the community and the preschool better.  Joyce, Dorothy, and others will join the tour in hopes of continuing to build the relationship.

Dorothy and Joyce have been working on a budget for a grant application to FFF for supporting and expanding the bi-literacy and transportation aspects of the preschool. We discussed the proposed budget, encouraged them to continue developing it and move toward submitting a grant application to Ford Family Foundation and other potential funders.

  1. Recycling Center abuse

Joyce has not yet completed the work she planned with the wireless repeater.  Fortunately, this month there have been no gross episodes of dumping.

The Recycling Center Task Force has not met this month.

  1. 2012 Trust Mgmt Grant Implementation

John & Roger set a tentative schedule for a work party Saturday 4/9 to build a kiosk for the recycling center with display surface aligned east-west (facing north) at the left side of the entrance of the recycling center fence.

  1. Building Task Force

Roger has purchased four tracks and fixtures for the Phase 2 Main Hall lighting improvements, with a mix of halogen-specific and halogen-or-LED-capable fixtures.  In addition to using the grant funds as pitched in the grant application, this hardware is to help us get a concrete understanding of how they will boost the lighting in the Hall and affect the aesthetics.  He will make a temporary installation of them in the coming month.

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

Roger had no report from SBAG.  There is another meeting a few days after this board meeting.

  1. New Business

Resale Shop. We’ve had a volunteer drop out from service without communication.  This raises the idea that we need to get a full set of contact information from shop volunteers when they start.

Abandoned car.  We have a car that has been left in our parking lot for several weeks.  A neighbor from Webster Avenue says it belongs to a relative who is traveling out of state.  The board discussed and agreed that it needs to be moved, or we will have it cited as abandoned and have it towed.  Joyce will handle the communication.

Electronic Publishing Procedure.  The Board discussed how the electronic publishing procedure is being incorporated into practice.

  1. Proposed agenda for April

Election of officers

  1. Schedule

ACC Board 4/13

2016-04-13 Agenda

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Alpine CC Board Agenda

6:00 pm Wed., April 13th, 2016 at ACC
(Total scheduled minutes: 95)

  1. Discuss & approve minutes of the previous meeting (5 min)
  1. Review board email votes since last meeting (1 min)

Authorization of work to contain & investigate plumbing issues and water damage in cry room bathroom.  Moved by Dorothy, approved via email by John & Roger.

  1. Prioritize Agenda (2 min)
  1. Financial Report (5 min)

Financial reports for March.

  1. Preschool Report (10 min)

Report (Charlene): Licensing the facility as child care site

Report (Dorothy): Installation of lighted exit signs

  1. Student Busing and Coordination with Bellfountain Comm. Church (10 min)

Preschool transportation program guidelines

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

Grant application(s) (Joyce)

  1. Recycling Center abuse (10 min)

Video monitoring & wireless repeater

Recycling Center Task Force

  1. 2012 Trust Mgmt Grant Implementation (3 min)

Report (Dorothy & John) Informational kiosk implementation

  1. Building Task Force (10 min)

Phase 2 Main Hall lighting improvements.  Review of test installation of track lights.

Report (Dorothy):

  1. Water damage to cry room bathroom & water heater replacement (5 min)

Report (Dorothy)

  1. Art hanging panels donation offer (5 min)

Accept or decline offer

  1. Abandoned car in parking lot (5 min)

Next steps

  1. Election of officers for 2016-2017 (5 min)
  1. So. Benton Community Advisory Group (SBAG) for M. Hull bequest (2 min)

Discussion (Roger)

  1. New Business (5 min)
  1. Proposed agenda for May (1 min)

?

  1. Schedule (1 min)

ACC Board 5/11

2015-02-11 Minutes

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Alpine CC Board Minutes
6:00 pm Wed., February 11th, 2015 at ACC

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

  1. Discuss & approve minutes of the previous meeting

Approved.

  1. Review board email votes since last meeting

Roger moved that we accept an offer to partner with Mike Ripley to help staff a biking event on 8/2/2015, which will run over much of the route of the Alpine Century.  John seconded.  Approved.

John moved that we accept an offer from Gabe Babcock to use the ceiling of the ACC Great Hall as the canvas of an art installation depicting the flying flocks of geese that winter in the Willamette Valley.  Dorothy seconded.  Approved.

  1. Prioritize Agenda
  1. 2012 Trust Mgmt Grant Implementation

Dorothy reviewed the design ideas that we agree on for the kiosk we have funding to build.  All focus on functionality and aesthetics, rather than specific design.

The board discussed plans for our Community Cleanup Day on March 21st.  Rann & Doreen Millar have volunteered to lead a road cleanup effort as part of the event.  He has talked to the county about doing this under the Adopt-A-Road program.  This would involve a three year commitment to cleaning the stretch of road three times per year.  Dorothy moved that we accept the Millars’ offer to arrange this in ACC’s name. Roger seconded.  Approved.

Board discussed how to recognize the volunteers who have been cleaning up the recycling area.

Evelyn canvassed the board members for volunteering availability for the event.

  1. Building Task Force

Board discussed ideas for the Phase 2 Main Hall lighting improvements with Evelyn.

  1. Building Repurposing Architectural Plan

Roger reported on his discussion with Lori Stephens about the notes from our 1/20/15 plan review meeting.

Lori has revised the model to incorporate the consensus ideas we discussed (extending the kitchen as far toward the south property line as possible, having the new north side door go directly into the new storage area, adding a mop/utility sink to the closet between the bathrooms and the kitchen).  She also provided alternate plans for four different treatments for the west end of the building. We are near consensus around some variation of two options for a two-story storage extension there.

  1. Financial Report

Financial reports for January. Tabled to next month.

  1. Preschool Report

Charlene reported by email.  Planning is under way for the 2015 Scamper to be held on on May 2nd.  It would be helpful to have a sign for preschool, particularly a portable one that could be put out during school hours.  Some students are having problems with hand drying in the bathrooms.  The Board agreed to purchase the sheet towel dispensers Charlene suggested.
The board discussed Charlene’s worries about aggressive dogs in the neighborhood.

  1. SRF grant for early literacy

Joyce reported that she is coordinating with the school district on this.

  1. Coordination with School District

The Board discussed adding this as a standing agenda item.

  1. Quilt Raffle

We finalized logistics for the raffle drawing.  Get tickets and funds to Dorothy at the Resale Shop on Saturday or at Bingo on Sunday.  Dorothy, Joyce, and Rachelle will meet at ACC Monday at 5:00 to draw the winning ticket.

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

Roger met with this newly formed group that is advising the United Way of Benton County on how to invest the Margaret Hull bequest within South Benton County.  Their next meeting is February 26th.

  1. New Business

The Board discussed the distribution for the emails that call for board meeting agenda items.

  1. Proposed agenda for March
  1. Schedule

Quilt Raffle drawing 2/16, SBAG meeting 2/26, ACC board 3/11, Community Cleanup Day 3/21

2016-02-10 Minutes

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Alpine CC Board Minutes
6:00 pm Wed., February 10th, 2016 at ACC

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

  1. Discuss & approve minutes of the previous meeting

Approved

  1. Review board email votes since last meeting

On 1/19/16 Dorothy moved that we approve $29.95 expense to purchase a phone with answering machine for the Center.  Approved.

  1. Prioritize Agenda
  1. Financial Report

Board reviewed and accepted the financial reports for January.

  1. Preschool Report

There has been an outbreak of hand-foot-mouth disease in the preschool (and larger) community this month.  Char has done a major disinfection of the preschool materials since.

Parent meeting was a focus group from the Early Learning Hub.  About 18 parents participated.  Take-aways: there is a tremendous need for our preschool in the community, especially among families that struggle with the tuition; the Latino parents feel isolated.

Char and some of the parents group are installing more shelves in the cloud room.

  1. Student Busing and Coordination with Bellfountain Comm. Church

Joyce has talked to Luke Krieger about our bid to use the Bellfountain Community Church van for busing our students.  He thinks we can probably use the van.  He needs to do some checking on the adder to the insurance costs related to the additional use before they can commit to it.  Dorothy and Joyce will pursue him on this.

Preschool transportation program guidelines – tabled.

  1. Funding Bi-Literacy Program and Scholarships

Joyce is continuing to compile ideas and materials for a grant application to FFF.  She is including operating items (such as tuition assistance, bilingual aide, and transport), materials and training, and capital building expansion/remodeling items for the East side of the building.  All these items would support moving us toward QRIS certification, which in turn would support grant-worthiness for many granting programs.  John reminded the board that in the fall we made commitments (for Shirley’s salary and tuition assistance grants) for the first half of the year that would consume the funding we had for those programs, and with an intent to revisit our commitments in January. We are continuing to fund those commitments from general funds so far.

  1. Recycling Center abuse

Joyce has installed a WiFi repeater in the west side of the Main hall, but it still isn’t reaching the video machine. Joyce has plans for another.

New signs are posted to describe eligible recyclables and warn people about our surveillance system and the potential for prosecution for dumping trash.

The Recycling Center Task Force met on 1/31. Four new people attended.  Representatives from the group have volunteered to network with the county solid waste advisory committee and county sustainability committee. One person has volunteered to lay a concrete slab to better support the dumpster.  Dorothy is trying to steer energy and focus toward work on the kiosk.

  1. 2012 Trust Mgmt Grant Implementation

Roger and John toured Finley Nat’l. Wildlife Refuge this month to inspect the kiosk designs represented there.  They are ready to move forward on purchasing materials and scheduling construction for our informational kiosk that was funded by this grant.  Discussion has arisen about whether it would be more effective to put it parallel to Bellfountain Rd near the NW corner of the recycling ctr fence than perpendicular to Bellfountain Rd near the NE corner of the fence.

  1. Procedures for publishing through the electronic media

The Board discussed the draft procedure. Dorothy moved that adopt this procedure, Dena seconded. Adopted.

  1. Building Task Force

Phase 2 Main Hall lighting improvements.  Tabled.

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

Roger had no news.

  1. New Business

Kay King (a neighbor) filled potholes on Webster Ave.  The board thanks her.

  1. Proposed agenda for March

Grant application(s) for funding bi-literacy program and scholarships

Bus transport for preschool students

Recycling Center Kiosk construction

  1. Schedule

ACC Board 3/9

2016-03-09 Agenda

Posted on by

Alpine CC Board Agenda
6:00 pm Wed., March 9th, 2016 at ACC
(Total scheduled minutes: 75)

  1. Discuss & approve minutes of the previous meeting (5 min)
  1. Review board email votes since last meeting (1 min)
  1. Prioritize Agenda (2 min)
  1. Financial Report (5 min)

Financial reports for February.

  1. Preschool Report (10 min)

Report (Charlene): Licensing the facility as child care site

  1. Student Busing and Coordination with Bellfountain Comm. Church (10 min)

Arrangements with Bellfountain Community Church for busing preschool students

Preschool transportation program guidelines

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

Grant application(s) (Joyce)

  1. Recycling Center abuse (10 min)

Video monitoring & wireless repeater

Recycling Center Task Force

  1. 2012 Trust Mgmt Grant Implementation (3 min)

Report (Dorothy & John) Informational kiosk implementation

  1. Building Task Force (10 min)

Phase 2 Main Hall lighting improvements.

Report (Dorothy):

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

Discussion (Roger)

  1. New Business (5 min)
  1. Proposed agenda for April (1 min)

?

  1. Schedule (1 min)

ACC Board 4/13

2016-01-13 Minutes

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

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

  1. Discuss & approve minutes of the previous meeting

Correct name Shephard to Shepard. Otherwise, approved.

  1. Review board email votes since last meeting

None.

  1. Prioritize Agenda
  1. Financial Report

The board reviewed the financial reports for December.
Our 2015 year-end letter donation response was lighter than last year ($3600 vs $4600).
We finally got billed this year for four years’ accounting services by our accountant.  This is why there is a large expense for professional services in November and the December FYTD.
Accepted.

  1. Preschool Report

Licensing the facility as child care site. Tabled.

  1. Student Busing and Coordination with School District

Roger reports that Greg Klein did not bring up the proposed van sharing at the church business meeting, and will be following up on it with Luke Krieger soon.  Joyce will also pursue Luke on this.

  1. Funding Bi-Literacy Program and Scholarships

No grant application has been made yet to the Ford Family Foundation. Joyce needs to meet with Charlene and Shirley to develop a budget of what we want to apply for.

  1. Recycling Center abuse

The recycling center task force met last Sunday and will meet again 1/31/16.  They are looking at user education, at aesthetics, and at enforcement. Aaron Seifer drafted a sign that consolidates the usage and enforcement notices. Dorothy & the task force request approval to print the sign on a weather-resistant hard vinyl. The expected price is in the $200-300 range.  John moved to approve expense up to $300 to print two weather-resistant signs.

Joyce has not yet set up the network extender to ease access to the video recorder.

  1. Procedures for publishing through the electronic media

The board considered the draft procedure.  We discussed an additional category of recurring messages, such as monthly announcements of bingo and community dinners that go out with only minor changes each time.  The first instance of message like this should be subject to the mainstream 5 day review hold, and later instances should out without delay following the time-sensitive procedure.  Action item: John: add this category, and send the next draft for final review to the board plus Evelyn and Charlene.

  1. Building Task Force

Dorothy has not yet succeeded in getting response from any of the electricians (M&W, Benton) to respond to give us an estimate on the Phase 2 Main Hall lighting improvements.

  1. 2012 Trust Mgmt Grant Implementation

The Recycling Center Task Force would like to have some input or consulting role on the design for the Informational kiosk implementation.

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

No news.

  1. Christmas Tree Lot Lessons Learned

Total net income this year was around $3,800 (before splitting with the Monroe HS Wrestling team).  We need to reseal the trailer/hut against the weather. Keith Payne is planning to do this.  Need to spray/bomb for wasps & flies late in the autumn.  Need to replace halogen bulbs next year.  Need better signage about how the lot is open even when not attended.  It would be better to get a higher percentage of Noble Firs.  We need to increase our volunteer pool for setup, staffing, and tear down.  If Wilbur-Ellis won’t let us use that site next year, we might be able to get the use of the Benton-Lane Winery’s vacant lot, one block down. We will need to work on securing liability insurance coverage earlier next year.  Wilbur-Ellis has covered in the past, and if we need to provide our own next year, we need to work with our insurer sooner (and deal with budget impact).

  1. New Business

Resale shop is continuing to operate at a loss because of lack of volunteers to have it open.  Rachelle reminded the board that we need to be conscious of this.  The board is comfortable subsidizing the shop for a few months, as winter is often a slower time.  Rachelle did get called by a potential volunteer who respond to the appeal in the year-end letter, but he didn’t show to a scheduled training and has dropped out of communication.

ACC was allowed to run out of propane this month by Coenergy Propane. After they refilled our tank, one of the burners in the furnace was burning in a dangerous manner. Dorothy called Montgomery Heating, who came out and did a service call.  Dorothy found the center hot a couple days before Christmas, as it would be if users had left the thermostat high the last time the building was used. There have been other times when people found the thermostat left high when the building was empty. Joyce has agreed to search for a programmable thermostat that can be accessed remotely.

We received a letter from the Fire Marshall with a self-inspection safety checklist to complete and return to them.  We know our fire extinguishers have passed beyond their certification period.  Roger will complete the inspection and return the checklist.  Joyce will send him the contact info for the extinguisher vendor who serviced them last.

Webster Ave potholes are getting bad. Roger will call the county to request grading.

  1. Proposed agenda for February

Funding for Tuition Assistance Plan needs for the second half of the year
Preschool busing plan

  1. Schedule

ACC Board 2/10

2015-12-09 Minutes

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Alpine CC Board Minutes
6:00 pm Wed., December 9th, 2015 at ACC

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

  1. Prioritize Agenda
  1. Recycling Center abuse

Republic Services’ standard is to swap the bin out when it is between 3/4 full and full. There was a snafu over the weekend of the 5th. When it was emptied on 12/7, the driver didn’t open the shutters.

Neighbor and preschool parent Karen Shepard is willing to chair a task force about the Recycling Center.  The board had some starter discussion related to recruiting interested parties for the task force, what we can do for signage and monitoring, and how aggressively we want to pursue action against violators.  Dorothy will work with Joyce about extending the ACC wireless network to the pump house so that we can monitor the cameras easier.

  1. Discuss & approve minutes of the previous meeting

Approved.

  1. Review board email votes since last meeting

None

  1. Financial Report

No November financial reports were available for the board meeting. Dorothy reports that she and Marilyn have made some progress on straightening out the payroll funds confusion.  Dorothy will distribute them next week.

  1. Preschool Report

Charlene reported on the anticipated process for licensing the facility as a child care site. Charlene anticipates a number of small steps that she knows will be needed, that she intends to do before a first-pass inspection.  She will be working on these after the holidays.

The Preschool holiday festival is Wed. the 16th at the Bellfountain Church at 6:45.

At the November parents’ meeting, only 5 of our 30 families were represented. The board supports Charlene in stressing to the parents the importance of attending, and in tying significant consequences to failure to attend.  In January she will have a representative from Early Learning Hub of Linn, Benton & Lincoln Counties at the parents group to do a focus group about unmet needs for parents of young children in the community.

Our application for an Oregon Community Grant was not awarded.  Joyce will proceed with an application to Ford Family Foundation to cover the expanded services during the second half of the year.

  1. Coordination with School District

Dena reported for Roger.  Crowson Bus Company has quoted to us a price of (roughly) $100 per day.
Roger has also met with Greg Klein of Bellfountain Community Church.  Greg is open to ACC renting their van to run our own transport. It will be discussed (and hopefully decided) at a church quarterly meeting on 12/13/15.

  1. Building Task Force

Dorothy reported that there has been no action on the Phase 2 Main Hall lighting improvements. Dorothy attended a lecture at UofO this last week on solar power.  She will continue to pursue electricians, but doesn’t expect action before January.

  1. Procedures for publishing through the email list

Dorothy led the board in discussing recent incidents related to announcements that were sent.  We reviewed our Electronic Communications Policy.  The board brainstormed ideas for a procedure.  Action Item (John): Draft the board’s ideas into a procedure and circulate by email.

  1. 2012 Trust Mgmt Grant Implementation

Related to the informational kiosk implementation, Karen Shepard has some ideas about a shadow-box presentation of appropriate and inappropriate items. We may also be able to enlist some construction help from the Master Recyclers training group that is forming.

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

No report.

  1. Alpine Holiday Festival lessons learned

Dorothy, reported that the festival income was a couple hundred dollars less than previous years, with slightly lower attendance.  Some straggling dollars are still coming in, but the income is in the neighborhood of $2000.  There may have been more competitively scheduled events in JC and Eugene than in previous years, also.

Preschool parent sold over $550 at the festival

  1. Christmas Tree Lot

Rachelle reported that receipts so far are over $1300, with this next weekend expected to have the heaviest business.  We will be getting more trees this week.  The succession of rain and warm weather has caused some mold issues on some of the noble firs.

We have reached an agreement with our insurance company to cover the lot at a reduced rate, but we should expect to pay a full rate for liability coverage next year

Wilbur-Ellis has closed their operation in Monroe recently, and this calls into question whether we will have access to that location next year.  Rachelle will be approaching them for an indication about the future of the site.

  1. Partnership for a Strong Community Christmas gift tree

No report.

  1. New Business

Our end of year letter was fumbled at our mailing vendor, and went into the mail Tuesday the 8th.  Next year we need to have the letter ready to go to press in the first week of November.

  1. Proposed agenda for January

Christmas tree lot lessons learned.
Funding bi-literacy program and scholarships in second half of the school year

  1. Schedule

ACC Board 1/13

2015-11-11 Minutes

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Alpine CC Board Minutes
6:00 pm Wed., November 11th, 2015 at ACC

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

  1. Discuss & approve minutes of the previous meeting
  1. Review board email votes since last meeting
  1. Prioritize Agenda
  1. Financial Report

Financial reports for October.  As we reviewed the reports, we also discussed some corrections and issues from the Audit Committee meeting in October.  We are investigating options for buying/subscribing to an updated version of QuickBooks.
Accepted.

  1. Preschool Report

The parents’ group is geared up for their Alpine Holiday Festival booth.  Poinsettias will be delivered 11/23.
The Board discussed raising the tuition differential between Co-oping and non-Co-oping enrollment.   The Board is generally in favor of doing so, and asked Charlene to draft a specific plan.
Charlene has referred three students to the school district for assessment for educational challenges.  She has added two more children/families to the waiting list.
Christmas programs will be 12/16 and 12/17.
Charlene reported that there has been no action this month on project to license the facility as child care site.  .

  1. Coordination with School District

Roger has been pursuing Jerry Crowson to arrange for busing the preschool students, but no agreement has been secured yet.

Preschool transportation program guidelines; tabled.

  1. Building Task Force

Dorothy has tried to get one of the electricians recommended by the energy audit to come bid our job for the Phase 2 Main Hall lighting improvements, but has not received a response from them.  She will continue to pursue them and others.

  1. Recycling Center abuse

Republic Services has swapped the small green bins for a single large, dumpster-sized bin.  We are still working out the schedule for how often the collection bin will be changed.  We have had the cameras installed.  So far we have captured at least one instance of abuse on the security camera, but it has not yet resulted in an apprehension.

  1. Procedures for publishing through the email list

Discussion tabled.

  1. 2012 Trust Mgmt Grant Implementation

Board discussed the implementation of the informational kiosk.  Roger and John need to schedule time to build it.

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

Roger reported that the momentum is building toward a community school idea.

  1. Prep for Alpine Holiday Festival

Dorothy reported that the signs are up and all is on track for the food prep.  The raffle baskets are ready.

  1. Prep for Christmas Tree Lot

Dorothy and Rachelle are working on signage.  Volunteer recruitment is not strong, but adequate so far.

  1. Partnership for a Strong Community Christmas gift tree

The state of this program is uncertain due to the ownership change from Sterling to Umpqua and staff turnover at the branch. Dena will talk to Sharon at the branch about revitalizing this partnership.

  1. Year-end Letter

The Board reviewed the draft letter and offered edits.

  1. New Business

Charlene has been shopping for a storage shed, as the board directed her to previous.  The ones we are looking at need a leveled site, and significant assembly labor.  The Board brainstormed, and encouraged Char to recruit volunteers from among the preschool parents.

  1. Proposed agenda for December

Holiday festival
Tree lot
Bus

  1. Schedule

Christmas tree lot setup 11/21, tree lot opens 11/27, ACC Board 12/9, Christmas programs 12/16 and 12/17

2015-10-14 Minutes

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Alpine CC Board Minutes
6:00 pm Wed., October 14th, 2015 at ACC

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

  1. Cindy Bond of Old Mill Center Relief Nursery

Cindy introduced Old Mill Center and its services. They have some funding to do outreach to underserved areas, and South Benton/Monroe is one of the areas they are targeting. They are interested in using our facility to offer services, but first we will need to have the facility licensed as a child care facility. Cindy believes we are close. Cindy and Charlene are already coordinating on ways we can help each other.

  1. Resale Shop

We have booked another volunteer recently and are closer to having our standard hours covered now. Rachelle has also booked a short-term volunteer, a woman who needed to fulfill her community service sentence, to do some cleaning at the shop. This is done under the supervision of one of our regular volunteers and is a good opportunity for both parties. Charlene has another potential volunteer, who she will connect to Rachelle.

  1. Prep for Christmas Tree Lot

Rachelle is creating a flyer for both recruiting volunteers and publicizing the lot. Charlene says that SignUpGenius.com is a good online tool for coordinating volunteer scheduling.

Dorothy will paint a new sign.

Dorothy will provide a cash box or bank bag for holding sales proceeds.

  1. Recycling Center abuse

The board received a letter from Warren Halsey encouraging signage and other measures to reduce abuse of the recycling center. Roger will draft a response from the board to Warren, thanking him for his concern and input.

Dorothy has contacted the Sheriff, and got the statute citation to put on signage. The Sheriff’s office will cite offenders if we have video of the misuse. David Schlim, the man who installed our camera system, says there is advantage to printing our own signs instead of buying signs.

Republic Services proposes to replace the individual bins with a single large dumpster-shaped bin, similar to the one they have at the Monroe Transfer Station.

Dorothy hired an electrician to run the line for the security camera, lights, and recorder. The camera installer will be out in the next week.

  1. Discuss & approve minutes of the previous meeting

Dena moved we approve the September minutes, Roger seconded, approved.

  1. Review board email votes since last meeting

Approval of minutes of the August board meeting moved by John via email, seconded by Dena, and approved by email 10/1/2015.

  1. Prioritize Agenda
  1. Financial Report

The board accepted the financial reports for July, August and September.

  1. Preschool Report

An area neighbor confronted Charlene and the preschool students while they were at Alpine Park recently. Charlene and the board discussed how to respond to possible future contact with this person.

A retired firefighter recently reminded us that the area in front of the circuit breaker box in the office needs to be cleared for at least 36”.

Charlene needs more storage room or shelving for materials. The board approves building shelves in the cry room, once we can move the ping pong table & photo wall to the planned exterior storage shed or other location.

The littles group had one child who needed to be referred this month to the Old Mill Center for behavioral/emotional issues.

  1. Coordination with School District

Roger and Joyce have met with Superintendent Pickett about the district’s relationship to the bus company. We have also confirmed that First Student does not have resources to do busing for us, but they do use car seats for preschoolers.

Roger has met with Jerry Crowson of Crowson Bus Co. Crowson is willing to do the route, given an OK from the district. Roger has conveyed a letter from Crowson to Superintendent Pickett. Roger expects soon to get a quote from Crowson for a cost to provide the route we’re requesting. Joyce expects to make grant applications to cover the cost once we have a quote.

  1. Preschool Tuition Assistance Program Status & Guidelines

The board discussed guidelines for granting assistance if applications exceed funding.

Eligibility for assistance will follow the school district/federal thresholds for free or reduced lunch. Assistance amounts will be proportional to available funding. The board will seek grant funding in response to commitments.

  1. Building Task Force

Dorothy and Roger met with the designer from Radiance by Design. We reviewed her recommendations to add (a) light fixtures on the fans, (b) track lights on the rafters, and (c) sconces in the corners of the room.

Dorothy met with Oregon Energy Green for the energy audit, and distributed copies of the audit report to the board. Oregon Energy Green provided a list of enrolled lighting contractors & electricians who can do work and submit paperwork for the incentives program(s). Dorothy will contact one of these contractors to get a quote.

  1. Procedures for publishing through the email list

Tabled.

  1. 2012 Trust Mgmt Grant Implementation

Roger reported on comparisons between the kiosk plans obtained by Joyce and the as-built implementation of the kiosks at Finley Wildlife Refuge.

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

Roger reported that the SBAG process is continuing toward programs that could be administered by United Way.

  1. Prep for Alpine Holiday Festival

Dorothy reported that most vendor booths have already been reserved, and that preparations are on track. No distinct needs are known at this time for board members to fill, though pie donations were an under-funded area last year.

  1. New Business

Brenda and Tom Goracke and their son, Mark, have repaired the swinging door to the main hall by crafting a steel support for the lower corner of the door that was damaged. The board is grateful.

  1. Proposed agenda for November

Bus transportation for preschool
Recycling center management
Holiday Festival preparations
Christmas tree lot volunteer recruitment
Partnership for a Strong Community Christmas gift adoption
Main hall lighting
Information kiosk implementation
Facility licensing as a child care facility

  1. Schedule

ACC Board 11/11, Alpine Holiday Festival 11/14, Christmas tree lot setup 11/21, tree lot opens 11/27

2015-11-11 Agenda

Posted on by

Alpine CC Board Agenda
6:00 pm Wed., November 11th, 2015 at ACC
(Total scheduled minutes: 85)

  1. Discuss & approve minutes of the previous meeting (5 min)
  1. Review board email votes since last meeting (1 min)
  1. Prioritize Agenda (2 min)
  1. Financial Report (5 min)

Financial reports for October.

  1. Preschool Report (10 min)

Report (Charlene): Licensing the facility as child care site

  1. Coordination with School District (5 min)

Arrangements with Crowson Bus Company & District for busing preschool students

Preschool transportation program guidelines

  1. Building Task Force (10 min)

Phase 2 Main Hall lighting improvements.

Report (Dorothy):

  1. Recycling Center abuse (10 min)

Installation of security lights & camera on recycle center

Coordination with Republic Services

  1. Procedures for publishing through the email list (5 min)

Discussion (Dorothy)

  1. 2012 Trust Mgmt Grant Implementation (3 min)

Report (Dorothy & John) Informational kiosk implementation

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

Discussion (Roger)

  1. Prep for Alpine Holiday Festival (5 min)

Discussion (Dorothy)

  1. Prep for Christmas Tree Lot (5 min)

Discussion (Rachelle): Volunteer recruitment

  1. Partnership for a Strong Community Christmas gift tree (5 min)
  1. Year-End Appeal Letter (5 min)

Discussion (John)

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

?

  1. Schedule (1 min)

Christmas tree lot setup 11/21, tree lot opens 11/27, ACC Board 12/9