Alpine Community Center

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

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

1. Discuss & approve minutes of the previous meeting

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

Financial reports for August will be distributed by email within the next week.

5. Preschool Report

Charlene reported that the preschool had 20 kids today (including 2 visitors and 2 children of the teachers) on the first day of classes. We also have a waiting list of students who want to attend.

The school district ordered 28 new chairs for this year, but they were smaller than intended when they arrived. The school and the vendor agreed to donate them to our preschool.

Char has looked at two different models of storage cabinet/sheds. The board encouraged her to purchase the larger shed.

Joyce has discussed various preschool-related needs with Christy Cox of Ford Family Foundation, and was encouraged to make a grant request for specific needs. Joyce will organize a meeting this month to prioritize needs to address through grant applications.

6. Preschool Tuition Assistance Program Status & Guidelines

We have 9 applications for TAP, and there may be another. The early literacy grant included funds for 4 scholarships “for low income families”. We also may have funds available out of the funds raised by the parents last year, a portion of which was informally intended to support the TAP. Dorothy proposed that we offer all the applicants a commitment through January, and we work over the next few months to raise funding for the rest of the year and adopt a coherent policy. Dorothy moved that we underwrite the tuition of three certain applicant students by half and the others by 2/3rds through January 31^st, with a review in January, and an openness to appeal related to extreme circumstances. Roger seconded, passed.

7. Coordination with School District

The Early Literacy grant language was loose enough that there was room both for us to expect the funds to be used for preschool busing, and for the district to believe that they have used the funds already for busing for the kindergarten jump start program. We discussed options, such as trying to run our own bus, or contracting services from First Student or Dial-a-Bus. We also discussed ways to negotiate both a near-term agreement and a long-term partnership agreement with the school district. Roger will arrange a meeting for himself and Joyce with Russ Pickett within the next few days.

There was no school board meeting last week, but this month will be on September 14^th. Rachelle is no longer going to be able to fit this into her schedule, so we will need to have another board member attend.

8. Building Task Force

Dorothy reported on the Phase 2 Main Hall lighting improvements. The lighting designer Roger contacted came this last month and the Pacific Power energy audit happened. Both told us to expect reports or proposal documents, but neither document has been received.

John reported that the toilet replacement was completed 9/7/15 by Jo Ellen Watts.

Joyce has an estimate from a security & low-voltage contractor who has done work for her at the Refuge for the security lights & camera on the recycle center. His bid is for $650 for a three-socket motion detector light with LED bulbs, video recorder unit, and 2 cameras. John confirmed that this price compared reasonably to the prices for components he has priced at Jerry’s and Costco (without included installation). Dorothy moved that we approve $650 expense for the installation of this lighting and video system, Rachel seconded, passed.

Roger reported that Lori Stephens’ quote for physical model of the plan she drew up would be in the range of $2200 to $3100, depending on options we choose.

9. Procedures for publishing through the email list

Discussion tabled until next month.

10. 2012 Trust Mgmt Grant Implementation

Roger has done up more detailed plans for his proposed design for an informational kiosk for the recycling center, with materials cost estimated around $1000. Dorothy has secured an offer from Steve Rose to design and produce the signs for the kiosk when we are ready for them.

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

No news.

12. Prep for Alpine Holiday Festival

All preparations are under way. We already have most vendor booths reserved for the Festival, to be held on November 14^th.

13. New Business

Prep for Christmas tree lot. Keith Payne attended. He and the wrestling team want to partner with ACC again this year, but need ACC to help assemble the tree stand racks. We also need to have new and better signage, and more publicity to make clear that the lot now benefits ACC and the wrestling team, instead of the Lions’ Club. ACC board is willing to do these things. We will plan to do the setup the weekend of Nov. 21-22 (Thanksgiving is Nov 26). Rachelle will coordinate staffing. Rachelle moved that we do this partnership again this year and make a new sign, Dorothy seconded, passed.

Resale shop is still thin on volunteers. One recent volunteer hasn’t shown, and Rachelle is having trouble reaching other possible volunteers.

14. Proposed agenda for October

Preschool Bus Transportation coordination with District

Funding for Preschool Tuition Assistance Program

Policy for tuition Assistance Program

15. Schedule

ACC board 10/14, ACC Board 11/11, Alpine Holiday Festival 11/14

Alpine CC Board Minutes
6:00 pm Wed., August 12th, 2015 at ACC

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

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 financial reports for July had some outstanding questions that Dorothy wanted to work through with our bookkeeper. Dorothy will send them to the board by email in a few days.

5. Preschool Report

Charlene reported that the highest single day attendance at the summer Kindersports program was 17 kids, while the lowest single day was only 5 kids. There were many people who only happened across it, despite our publicity efforts. We need to find additional ways to publicize and recruit next year. Having it associated with the summer lunch program was a strong plus.
The program didn’t consume the entire amount of the Knudsen grant. Dorothy will work with Char on the grant completion report, and request that we retain the surplus funds as seed for next year.
We need a space to store the Kindersports equipment. Charlene will purchase a cabinet.

Char recently took the LBCC training class in Quality Rating and Improvement Systems (QRIS). She was encouraged that there is considerable grant funding available for program enhancements and expansions within this area, but most grants are tied to being licensed as a “child care facility” (even though we are preschool instead of a child care facility). Another person at the training told Char that we should not have any difficulty getting licensed. Dorothy and Char will follow up with PCPO and the licensing agency to understand the standards, their applicability to our situation, and the procedure for licensure.

The board discussed a recent email from Cindy at Old Mill Center in Corvallis to use our facility for the Relief Nursery. This use, also, may depend on being licensed or licensable as a “child care facility.” The Board is positively inclined.

Forecasting enrollment demand for the coming year: Char is currently looking at applications for 21 kids for M-W-F, with only room for 16, with 9 anticipated for Tu-Th. Char proposes shifting the Spanish speaking students to Tu-Th-F, to help balance numbers and concentrate the busing needs to 3 days a week. We may need to relegate some late applicants to a waiting list. The open house is scheduled for August 20^th, 6:00-7:30. There are funds available from a previous grant for materials and food/beverages for the open house.

6. Potential grant sources to support biliteracy program

The board discussed how we will pay for the additional expense of a full bi-literacy program? Joyce and Dorothy have submitted an application to Oregon Community Foundation for a grant of $8000 (on a total project budget of $10k). No word on when we should expect to hear a decision.

Several of us received an email that the director of Ford Family Foundation sent recently announcing an additional focus for the foundation on children and families. This signals potential additional support for our programs, which FFF has already supported heartily.

7. Coordination with School District

John did not attend the July school board meeting as he volunteered to do. The District Superintendent visited Kindersports in July, videoed the action, and posted it on the district Facebook page with positive comments.

8. Lessons learned from Willamette Gran Fondo

Joyce & John reported that the event went well, resulting in a $750 donation to ACC. The weakest part was that Joyce & John didn’t commit to their coordinating roles soon enough and energetically enough, leading to some confusion.

9. Building Task Force

Dorothy reports that she and Roger are meeting a lighting designer on the morning of 8/13 to generate a proposal for the Main Hall lighting improvements. Dorothy still hasn’t heard back from Pacific Power, and will push them for an appointment.

John reported no progress on the toilet replacement.

The board discussed installing motion-detector lights around the recycling center. Dorothy will have Gary evaluate whether his licensing will cover running the electrical supply for the lights in the Alpine Pump building. Board agrees that there is good reason to include a surveillance camera system to identify people who are abusing the center.

10. 2012 Trust Mgmt Grant Implementation

Dorothy & John reported on the Informational kiosk design & implementation. Dorothy is working with Shirley on a Spanish translation for signage related to the recycling center.

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

No news.

12. New Business

Rachelle reported on the Resale Shop. There are some holes in the volunteer schedule. The Board discussed recruiting additional volunteers.

Dorothy hired a local teenager to do weed-whacking at the center. He cut weeds in the parking lot, ditch, and yard. It all looks much better.

13. Proposed agenda for September

Holiday festival planning

Christmas tree lot planning

14. Schedule

First day of preschool 9/8, ACC board 9/9

Alpine CC Board Minutes
6:00 pm Wed., July 8th, 2015 at ACC

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

1. Discuss & approve minutes of the previous meeting

Dorothy moved we approve the minutes, Dena seconded, Approved.

2. Review board email votes since last meeting

Dorothy moved that we donate $1000 to support Art in the Park, which has not been granted some of the grants they have applied for. Dena seconded. Approved

3. Prioritize Agenda

4. Financial Report

John moved to accept the financial reports for June, Dena seconded, Accepted.

5. Preschool Report

Charlene reported on the Summer Kindersports program via email. Nine kids attended during the first 2-week session.

6. SRF grant for early literacy

Joyce is preparing a grant application to Oregon Community Foundation, due 7/15/2015. It proposes funding a bi-lingual teaching assistant in order to expand the program to a bi-literate one, where kids whose first language is English and Spanish are both taught in both English and Spanish. She has also had preliminary discussions with Ford Family Foundation reps. There have been early conversations with our partners in the school district and SRF about the 2016 funding for early literacy. Some funding looks likely, but the exact way it will be calculated and distributed is still in flux.

Dorothy moved we support Joyce, Charlene, and Shirley’s efforts to secure funding to expand our preschool program into a bi-literate program. Roger seconded, Approved.

7. Coordination with School District

John will attend the school board meeting July 13th at 7:00 (substituting for Joyce) to represent Kindersports and the open houses for our preschool.

8. Recruiting volunteers for Willamette Gran Fondo 8/2

John has commitments from 2 volunteers. Joyce and Dorothy will pitch it at the dinner and bingo this weekend.

9. Building Task Force

Phase 2 Main Hall lighting improvements.

Joyce reported that she has not yet contacted the potential lighting contractors we identified last month.
Dorothy is scheduling an energy audit with Pacific Power.
Roger is in contact with a lighting artist named Stephen White from Eugene who is working on a light fixture for the library. Roger will ask him to come visit the Center while he is in town for the library and solicit his input.

Discussion (John): Evelyn Lee has requested that we reimburse her for LED bulbs and adapters ($217.30) she and John Norenna installed, or return them to her and reinstall the halogen bulbs.

Roger moved we reimburse Evelyn for $217.30, John seconded. Approved.

10. Budget committee for 2015-16

John led a discussion reviewing draft budget version 1. Board edited the budget to reflect expectations of additional grant income and payroll expenses for the bi-literacy expansion of the preschool program, resulting in version 2 of the budget.

Roger moved approval of v2 of budget, Dena seconded. Approved.

11. 2012 Trust Mgmt Grant Implementation

Roger presented a concept sketch of a kiosk. The board received it favorably.

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

No news.

13. New Business

Dorothy moved we have a debit card for our main checking account issued for Charlene’s use. Dena seconded. Approved.

Alpine Pump is expecting to soon end its payroll processing. ACC has piggybacked on Alpine Pump’s subscription to payroll processing data for years, and Alpine Pump will not be able to provide this service any longer. The data subscription runs $21 a month.

Benton County applied the dust control material before grading Webster Avenue. We don’t expect potholes to be addressed this summer.

Dorothy will develop a proposal for yard care, to be acted on by email.

The yoga teacher has asked about the cleaning schedule for the summer. Dorothy will investigate.

14. Proposed agenda for August

No stand-out items at this time.

15. Schedule

Willamette Gran Fondo 8/2, ACC board 8/12

Alpine CC Board Minutes
6:00 pm Wed., June 10th, 2015 at ACC

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

1. Discuss & approve minutes of the previous meeting

Dorothy moved to approve, Rachelle seconded, Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

Financial reports for May were not yet available. Dorothy will forward them as soon as she receives them.

5. Preschool Report

No report

6. SRF grant for early literacy

Joyce reported that Shirley Rubio-Blake has been making contacts, helped representing the preschool & Kindersports programs at the Monroe Health Fair, translating forms & flyers, and will be organizing a Preschool open house for Latino families this summer.

7. Coordination with School District

Rachelle was unable to attend the school board meeting for June. The next school board meeting will be July 13 at 7:00. Joyce will plan to attend to represent ACC.

8. Recruiting volunteers for Willamette Gran Fondo 8/2

Joyce & John reported no progress.

9. Building Task Force

Phase 2 Main Hall lighting improvements. Joyce has not yet contacted the electricians we targeted last month, to request a lighting assessment and design proposal.

10. Building Repurposing Architectural Plan

Roger led a discussion about our receipt of plans from Broadleaf Architecture on 5/28/15. Roger believes that the plan can be segregated into two or more phases, if we need to. Board directed Roger to ask about the cost to create a physical model. Board accepted the plans as completion of our request of Broadleaf for this work.

11. 2012 Trust Mgmt Grant Implementation

John reported no progress on the informational kiosk design.

12. Budget committee for 2015-16

The budget committee has scheduled a meeting for Wed., June 17^th 6:30 at ACC.

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

Roger reported that there are diminished prospects for Art in the Park funding from this source for this year.

14. New Business

Dorothy has tendered her resignation as Resale Shop coordinator and has reduced the number of Saturdays that she is able to staff the shop to one per month. Dorothy has been putting 0-1 hours/week into coordinating, mostly doing rescheduling and recruiting for volunteering shortfalls. Rachelle may be willing to volunteer at the shop, but will not be available until autumn. Rachelle can also be a scheduling contact during the remainder of June. Joyce will publish a fresh appeal for volunteers on our Facebook pages and email list.

15. Proposed agenda for July

2015-16 Budget

16. Schedule

Kindersports begins 6/22, ACC board 7/8, Willamette Gran Fondo 8/2

Alpine CC Board Minutes
6:00 pm Wed., May 13th, 2015 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved

2. Review board email votes since last meeting

3. Prioritize Agenda

4. Financial Report

Financial reports for April. John moved acceptance, Dena seconded, Accepted.

5. Preschool Report

Charlene reported (via email) that the Scamper was a success, with a net of around $3500 raised. Enrollment so far for 2015-16 is 14 bigs and 5 littles. Recruitment is ongoing.

Kindersports begins Monday June 22^nd. Charlene will attend the Monroe Health Fair to promote Kindersports.

Preschool ends June 4^th & 5^th.

Kendra Roberts has agreed to serve on the ACC board.

6. SRF grant for early literacy

Joyce reported that Shirley Rubio-Blake has been recruited to do bi-lingual outreach for the preschool through the next few weeks, under the SRF funding.

7. Coordination with School District

No report.

8. Recruiting volunteers for Willamette Gran Fondo 8/2

Joyce will coordinate with Mike Ripley and will contact Carl Deaton and Joseph Bailey to recruit them to organize volunteers or volunteer themselves. Joyce and John have already committed themselves to volunteer for this event.

9. Building Task Force

Dorothy reported that AB Window glass of Eugene has replaced the West end window. Cost was $292.

Board discussed goals and constraints for the Phase 2 Main Hall lighting improvements. Joyce did some web searching for Eugene electricians (etc) who offer consultations and estimates. She will follow up to schedule some consultations.

10. 2012 Trust Mgmt Grant Implementation

John discussed a possible basic design for the Informational kiosk. The board was receptive to the idea.

11. Pothole repair on Webster Avenue

Dorothy has gotten Webster Avenue on the Benton County list to re-grade when the crew is next in the area. Quoted cost $100. Neighbors have also been solicited by the county for resident-funded dust control application. We agreed to pay for dust control on our section of Webster Avenue.

12. Budget committee for 2015-16

John led a discussion about grants and notable expenses to anticipate for next year. Board anticipates no significant incomes or expenses for next year. We expect in the next month or so to get the next round of materials for the building remodel, and that may suggest one or more areas where we could do incremental improvements that would not be overtaken by the remodel.

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

Roger reported that the group is soliciting a grant application from Art in the Park, and SBCE is submitting one.

14. New Business

Dena reported from the Alpine Water Company board that the AWC plans to install chain link gates to block off the narrow walkway space between the new recycling center fence and the water company building. The choice of chain link is primarily for visibility, and to keep people from dumping materials in that space. They decided to raise the rates, which will affect ACC.

Rachelle would like her high school-age daughter to volunteer in the preschool next year. The Board accepted the offer, contingent on Charlene’s judgment and coordination.

The Board reviewed the policy for promoting community events and commercial events on the email list.

15. Proposed agenda for June

Budget

16. Schedule

Last day of preschool 6/5-6/6, ACC board 6/10