Alpine Community Center

Alpine CC Board Minutes

6:00 pm Wed., November 12th, 2014 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved

2. Review board email votes since last meeting

None

3. Prioritize Agenda

5. SRF grant for early literacy

Paul Smith from Strengthening Rural Families met with us to discuss the Early Literacy Grant and to present invoices he prepared on behalf of both ACC and SBCE for this calendar year’s portion of the grant. ACC will receive $2,700 to be applied toward the preschool with a focus on a bi-lingual assistant and transportation. SBCE will receive $2,000 to be applied retroactively to the 2014 Read on Wheels program. Both of these invoices are for half of the grant total and both organizations will receive the same amount in the next calendar year, 2015. Those funds can be disbursed as early as January.

4. Benefits of Tri-County Chamber of Commerce membership

Liz Doyle attended to present reasons it would be to ACC’s advantage to join. There are several other non-profits are members of the chamber. Participation would help get out word to promote ACC activities. The chamber also functions as a recruiting ground for volunteers toward community activities. The only current Monroe representatives are Liz, Carol Girard (of Benton-Lane Winery), and Paul Cantor. The membership rate for non-profits is modest.

6. Financial Report

The board Accepted the financial reports for October.

We have received a generous, unsolicited $3500 donation toward operations from Starker Forests. We are grateful.

7. Preschool Report

Charlene told us that she has already purchased Kindersports equipment and made arrangements to use the gymnasium at Queen Bee Apiaries for the kids to participate. They will walk to and from ACC.

Next parents meeting is Wednesday, Dec 3^rd 6:45pm, Dorothy will attend to represent the board.

Building Task Force

John reported that the week before the meeting, John Norrena, Steve Rose, and he had moved the spoiled dirt from the recycling area development to the home of a neighbor who needed fill.

Christmas break is 12/22-1/5, and would be an advantageous time to do the work on the doorway between the classrooms. John will ask Mike Puhek to assist with the permit and electrical work.

Phase 2 Main Hall lighting improvements. Joyce will forward plans to board.

9. Holiday Festival 2014 Lessons Learned

Dorothy reported that this year’s festival was the best ever. Raffle income was up dramatically. Next year, we need to also make some Gluten Free vegetarian soup.

10. 2012 Trust Mgmt Grant Implementation

Report (Dorothy & Evelyn) Informational kiosk design priorities

Evelyn is looking at the opening weekend of spring break week, in March for the Community Cleanup Day.

11. Christmas Tree Lot staffing schedule

Email Rachelle to sign up for shifts: 10-1:30 or 1:30-5? Setup, 11/28-30, 12/6-7, 12/13-14, 12/20-21(?), closeout-cleanup
Dorothy will prepare a change fund/cash box.

12. Quilt Raffle

Umpqua Bank is willing to display the quilt, but can’t sell tickets for us. Dorothy will set up with Umpqua Bank next week, as well as design and produce the tickets. We can sell tickets at the Resale Shop. The quilting club also wants to sell tickets. Cap of 500 tickets, price $2 each or 6 for $10.

13. Year-End Fundraising Letter

The board reviewed John’s draft letter, and after a couple minor edits, gave OK to go ahead with it. He will forward it to Eugene Direct Mailing Service after making the edits.

14. Partners for a Strong Community Christmas Gift campaign

Board reviewed our readiness for this year’s campaign. We will give it publicity via email list. Dorothy will make sure Umpqua Bank has our logo to include in the signs.

15. Review Process for Revised Model from Architect

John led a discussion on how we will promote thoughtful review of the latest model and compile feedback. We chose to finalize the plan in December for a review in January.

16. Outreach Committee Report

The donor recognition plaque unveiling event on 10/25 was a success.

17. New Business

On 11/13 there will be a United Way needs assessment meeting at Monroe Community Library related to the Margaret Hull bequest.

Roger reported that when he submitted the lease with the Alpine Water Company to the county for recording, it was not accepted. The county requires more information in the document before they will record it. Roger will rework and we will have to re-execute it.

Board members have heard that there is someone trying to secure funding for a movie about the 1937 Giant Killers basketball team from Bellfountain.

Melissa Meyers has offered to take over leading yoga classes on Saturday mornings when Susan stops leading them in December.

18. Proposed agenda for December

Architectural model next step process

Quilt Raffle

Partners for a Strong Community christmas gifts program

Christmas Tree lot

19. Schedule

Outreach Task Force 11/20, ACC board 12/10

Alpine CC Board Minutes
6:00 pm Wed., December 10th, 2014 at ACC

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

1. Discuss & approve minutes of the previous meeting

2. Review board email votes since last meeting

3. Prioritize Agenda

4. Preschool Report

Charlene reported that the Christmas program will be Wednesday 12/17 6:30-8:30pm

Charlene recently arranged to take the students to the Queen Bee gym to give a first workout to some new Kindersports equipment. It was too cold, however, to do much.

We have been awarded the Barbara Knudson grant for the Kindersport program for the summer of 2015. We will receive funds in early 2015.

Dorothy attended a special parents meeting last week clarifying the finances of the preschool, the parent-raised funds, and relationship between the preschool and ACC. The session was helpful and positively received by the group.

5. Financial Report

Board reviewed the financial reports for November. Accepted.

6. SRF grant for early literacy

Joyce & Charlene reported no specific action on this project.

7. Building Task Force

John reported that he stil intends to do the doorway between the classrooms during the Christmas-New Year break.

Phase 2 Main Hall lighting improvements. Alpine Artists group is keen to explore lighting options to expand gallery usage. Action Item (Joyce): Email to the board copies of the Main Hall lighting plan drawn up by Jenny Gray.

8. Review Process for Revised Model from Architect

John led discussion on how we will promote thoughtful review and compile feedback. He will draft an email to the extended team and circulate it for feedback.

9. 2012 Trust Mgmt Grant Implementation

No progress on informational kiosk design priorities.

Community Cleanup Day is still planned for March 21^st, 2015.

10. Christmas Tree Lot

Dorothy reported that she is taking over coordination for Rachelle due to family issues. There are still shifts to fill for this weekend. Keith expects to get more trees for this weekend.

11. Quilt Raffle

Dorothy reported that she has secured consent & support from the quilting club who made the quit to reschedule the raffle for a Valentines Day theme.

12. Partners for a Strong Community Christmas Gift campaign

Dorothy reported that the announcement went out yesterday, and the cards are on the tree at the Bank (to be returned by December 19^th).

13. Outreach Committee Report

No report

14. New Business

None.

15. Proposed agenda for January

Quilt raffle

16. Schedule

Preschool Christmas program 12/17, ACC board 1/14

Alpine CC Board Minutes

6:00 pm Wed., October 8th, 2014 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved

2. Review board email votes since last meeting

Two votes from the September board meeting that could not be finalized without a quorum were completed via email: minutes of August mtg approved, financials for August accepted.

3. Prioritize Agenda

4. Financial Report

The board accepted the financial reports for September.

5. Preschool Report

Charlene reported that there have been several days already in the first month when none of the scheduled parent volunteers showed up. The board re-affirmed that it is our policy that it is the responsibility of the scheduled volunteer to find another parent to cover if they are unable to meet their commitment.

The October parent’s mtg. will be on the 22nd. Rachelle will attend to represent the board.

6. Janitorial Coverage

Charlene has a couple parents who are interested in cleaning. The board favors making it an explicitly paid activity. The board authorized up to $75 for a one-time thorough cleaning before the 26th, and for Dorothy to negotiate a rate for ongoing cleaning.

7. Building Task Force

John and Dorothy reported that the recycling area has moved to within the new fence.

Opening up a doorway between the classrooms– Dorothy reports that Andy Parsons says we should get a permit for this work (because of the electrical line in the way), but that we can do the construction work ourselves. He recommended that we ask Mike Puhek to do the electrical portion of the work.

8. 2012 Trust Mgmt Grant Implementation

No progress to report on the Informational Kiosk or Community Cleanup Day projects. Dorothy offered to ask Jenny Gray if she would be interested in drawing a display that incorporates the features of the recycling center fence.

9. SRF grant for early literacy

No progress to report on the grant-funded programs (bi-lingual assistant, bus transport, training, etc.). Dorothy will follow up with Joyce. We discussed inviting the staffer from Strengthening Rural Families to attend our November board meeting to advance work on this project.

10. 2014-15 Budget

Dorothy moved we approve the draft budget, Dena seconded, approved.

11. Holiday Festival Preparation

Preparations are going well and smoothly. Flyers are ready for distributions. Raffle materials are coming in.
Action item (All directors): Bring one or more pies

12. Outreach Committee Report

We will display the donated quilt at the celebration and the holiday festival (but not sell tickets at either of those events) and then sell raffle tickets for the quilt during December.

13. Year-End Fundraising Letter

Board agreed that we do want to send a letter requesting donations during November, with a general appeal toward operating funds and non-specific future repurposing expenses.

Action item (John): draft a letter & circulate for review

14. New Business

The MHS Wrestling team is interested in partnering with another organization to run the Christmas tree lot across from the high school (historically run by the Lions), and are offering that partnership to ACC for 2014. We would need to recruit volunteers to staff the lot on the weekends 11/29 through 12/20. The board agreed to do this with Rachelle taking the lead on scheduling

The donor recognition event will be 10/25. Rebecca Vande Voorde is working on a Power Point to run during the event. John will speak to thank the donors.

15. Proposed agenda for November

Liz Doyle presentation on the Tri-County Chamber of Commerce
Staffing for Christmas tree booth
Action items for SRF grant implementation

16. Schedule

Outreach Task Force 10/16, Plaque unveiling celebration 10/25, Holiday Festival 11/8, ACC board 11/12