2022-12-14 Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, December 14th, 2022 at ACC
(Total scheduled minutes: 70 min)
Present: Rachelle Payne, John Scott, Roger Irvin, Melissa Meyer
Apologies: Dorothy Brinckerhoff (Phoned In), Joyce Long

1. Discuss & approve minutes of the previous meeting (5 min)
Approved
2. Review board email votes since last meeting (1 min)
N/A
3. Prioritize Agenda (2 min)
N/A
4. Review and Accept Financial Reports October & November(5 min)
Tabled till next meeting
5. Resale Shop Updates (5 min)
Progress Report (Dorothy): State of sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop.
Dorothy reports that Andi says her rent has gone up on the building so we might have to re-negotiate our rent payment.
7. Preschool Updates(15 min)
Report (Rachelle, Joyce & Melissa)
Recruitment of students/ Enrollment
Field trip to Storybook Land and Pizza Party- big success, Pj party and Polar Express
Online Auction over 2k, Poinsettia $800

8. Hot Water Heater Reconstruction (5 min)
Discussion (All)
Rachelle reports they painted the kitchen, classroom and hallway today. She had requested they take down the boards before painting and they did not do it. The Circle room did not get painted. Dorothy will contact Nate. Rachelle has been reviewing flooring and was informed that we can’t go over $2 per square ft but none of the samples were under $2. All the samples came from Home Depot. The contractor said they will reach out to the insurance company. Dorothy is going to also look into it.
We believe the contract is a lump sum for all the work and the contractor is not due additional payment for the flooring unless requested by ACC.
9. Sign construction, grant proposal (5 min)
Discussion (Roger)
We received the Grant!! Deadline end of next year. Paperwork should be arriving soon.
10. Alpine Water Company (5 min)
(John, Rachelle)
John reports that on Monday 12/5 they mailed a letter to all the Alpine Water Company share-owners and tenant-users. It discussed some recent adverse events for the Water Company and calls for a co-op meeting on Thursday, January 12th, 2023.
Rachelle and John will be representing ACC at this meeting, as part of their service on the AWC board. Part of this meeting will be the discussion of raising the base rate for water service.
11. Holiday Festival Recap (5 min)
(Melissa, Joyce)
The Alpine Holiday Festival was a big success! This was the first year under new leadership. There was a net profit of $3047.
12. Year End Letter (5 min)
Discussion (All)
Tabled till next meeting.
13. New Business (5 min)
14. Proposed agenda for January (1 min)
Summer Event

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

2022-11-09 Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, November 9th, 2022 at ACC
(Total scheduled minutes: 65 min)
Present: Rachelle Payne, John Scott, Joyce Long, Roger Irvin, Melissa Meyer
Apologies: Dorothy Brinckerhoff
1. Discuss & approve minutes of the previous meeting (5 min)
2. Review board email votes since last meeting (1 min)
On Oct 14th Dorothy received a contract from McGinnis Restoration, the contractor completing the Hot Water Heater Reconstruction. It matched what Liberty Mutual has agreed to pay for repairs which is $33,801.43. It also had a “work to be completed by” date of 12-31-22. She emailed the board who approved her signing so the workers could get started on the repairs.
3. Prioritize Agenda (2 min)
NA
4. Review and Accept Financial Reports (5 min)
Tabled till next month.
5. Resale Shop Updates (5 min)
Progress Report (Dorothy): State of sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop.
Tabled till next month
6. Move from MadMimi to MailChimp (5 min)
Progress report (Dorothy, Melissa)
Melissa reports that the first email was sent out successfully. Roger reported that he did not get the email so he attempted to sign up on the website. The signup form was not working so Melissa is going to fix the form to make sure it’s usable.
7. Preschool Updates(15 min)
Report (Rachelle, Joyce & Melissa)
Recruitment of students/ Enrollment
2 Tuition Assistant Applications were reviewed.
Play yard repairs-
Rock Party! Rock was removed and looks great! The bushes outside were trimmed by a Grandparent. Thanks go out to all! All repairs to the Playground have been completed.
Silent Auction for Preschool- Rachelle reports that the parents in charge have started asking for donations from local area businesses.
Storybook Land is scheduled. Rachelle has requested $150 to take everyone out for Pizza afterwards. The Board thought that was a great idea and will help to foster community within the Preschool Parent Group.
Rachelle reports that children are not being sent to school with proper jackets to wear for outdoor play. She requested $50 to buy 4 gently used jackets to have on hand to allow all children to play outside.
8. Hot Water Heater Reconstruction (5 min)
Discussion (All)
Rachelle reports the Contractors have sent her choices for the Cabinets and soon flooring. The board looked at the choices and agreed to let Rachelle choose what she thinks is best. The drywall has been completed in the kitchen and dining room.
9. Plan for sign construction, grant proposal (5 min)
Discussion (Roger)
Jeanne Lindsey successfully submitted the application for the grant before the deadline. We are waiting to hear back within the month.
10. Holiday Festival (5 min)
(Melissa, Joyce)
Everything is on track! Melissa and Joyce report that the volunteers are working well together and are already looking forward to next year.
11. Year End Letter (5 min)
Discussion (All)
The letter went out with the help of all the Board members.
12. New Business (5 min)
Melissa proposed a Celebration/Open House Party to invite the community to see the new kitchen and welcome back the programs post covid. Rachelle suggested we pair it with the “Celebrate Alpine” summer event that was put on in 2018 & 2019. All agreed that this is a great idea and planning will begin in the New Year.

13. Proposed agenda for December (1 min)
Resale shop lease agreement
Holiday Festival Recap
Sign Construction
Preschool General Updates
Hot water Heater Reconstruction
Year End Letter
Celebrate Alpine/Open House Planning
14. Schedule (1 min)
Holiday Festival 11/12
ACC Board Meeting 12/14

2022-10-12 Minutes

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Alpine CC Board Meeting
6:00 pm Wednesday, October 12th, 2022 at ACC
(Total scheduled minutes: 70 min)

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

1. Discuss & approve minutes of the previous meeting (5 min)
2. Review board email votes since last meeting (1 min)
Executive Session was held to vote and approve a $2/hour raise for Rachelle, Preschool teacher, prorated back to the beginning of School Preparation.
Tuition Assistance Application- All voted Yes.
3. Prioritize Agenda (2 min)

4. Review and Accept Financial Reports (5 min)
Financial reports for August & September. Accepted as corrected.

5. Resale Shop Updates (5 min)
Progress Report (Dorothy): State of sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop.
Dorothy delivered the Sublet Agreement to Andi and will follow up soon.

6. Move from MadMimi to MailChimp (5 min)
Progress report (Dorothy, Melissa)
The move has happened and is updated on the website. Melissa will sit down with Dorothy and others that want to learn how to send emails through MailChimp.

7. Preschool Status (15 min)
Report (Rachelle & Joyce)
Recruitment of students/ Enrollment
Play yard repairs- Some gravel was moved and more needs to be done. We need to get together a work party of strong people to come help load rock.
Halloween party, Rachelle requested $100
Poinsettias Fundraiser- Parents are collecting orders
Rachelle updated the Health Addendum, the board approved.
The Weds volunteer hasn’t worked out but Rachelle isn’t worried at this time.
Facebook Silent Auction- Michelle Fielder will be requesting donations from the Vendors at the Holiday Festival with approval from the HF Committee.

8. Hot Water Heater Reconstruction (5 min)
Discussion (All)
Dorothy updated the board on Insurance and Construction. We have had to turn away rentals due to the slow progress of the Contractors.
9. Plan for sign construction, grant proposal (5 min)
Discussion (Roger)
Roger reported that Jeanne had sent over questions and the Board helped answer. He will email the answers back.
The board approved $1500.00 of in-kind labor and $500.00 of matching funds for a total of $2000.00 of the total project cost of $3618.00 (55%)

10. Holiday Festival (5 min)
(Melissa, Joyce)
Joyce and Melissa reported that the Holiday Festival Planning Committee is on schedule and working hard this last month.

11. Fundraising Ideas (5 min)
Discussion (All)
Tabled

12. Year End Letter (5 min)
The letter has been written, reviewed and edited. The Board was reminded that it’s better to get the letter out before the Holiday Festival.
Melissa and Rachelle offered to help Dorothy finish up the printing and mailing.
13. New Business (5 min)

14. Proposed agenda for November(1 min)

15. Schedule (1 min)
ACC Board Meeting 11/9
Holiday Festival 11/12

2022-09-19 Minutes

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Alpine CC Board Meeting Notes
6:00 pm Monday, September 19th, 2022 at ACC

 

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

 

In the absence of a quorum, we discussed current issues, deferred the items that require voting, and referred one time-sensitive issue to an email vote.

 

Approval of Previous Month’s Minutes
Financial Reports

Tabled

 

Reopening of the Resale Shop

Dorothy reminded herself that she needs to print the draft lease agreement and take it over to Andi Hooper.

 

Move from MadMimi to MailChimp

Dorothy believes that Melissa has things ready to cut over.

 

Preschool Status

Rachelle reported that she has received an application for tuition assistance.  Members present approved the application and referred it to an email vote.

 

Rachelle reported that the 4-5 year old class is full, with 12 currently enrolled and one of those scheduled to withdraw next week.  There are only 4 enrolled in the 3-4 year old class.

 

There were attempts to work on the playground fence rehabilitation in August.  Despite strenuous work from a small group of volunteers, only a small amount of progress was made, with one load of pea gravel relocated to the MGS playground.  There were difficulties with access and logistics with the tractors engaged to assist the work.  We will need to recalculate our approach to this work as we plan for future work sessions.

 

Hot Water Heater Reconstruction

Dorothy reported on the confusing stream of communications from our insurance and various parties related to the flood remediation, asbestos remediation, assessment of the damage, estimation of repair costs, and path forward.  There are multiple people and companies involved, and while they claim to be in communication with each other, the messages we’re receiving do not bear clear signs that they are.  Some amounts correspond from one context to another, while others don’t track from one context to another, or have opaque jumps that don’t add up inside a single statement.  

 

We have received two checks from the insurance company that are related to different parts of the loss and work, but the messages that came with each make it uncertain which parts.  It is also unclear whether negotiating those checks will be taken as evidence that we agree that they represent the entire reimbursement for those parts of the process.  

 

Dorothy will continue to engage with the various parties to try to sort it out.  Now that the demolition is completed, she will also work again to find a second contractor who can give us an independent estimate of the cost for the repair work.

 

Plan for sign construction, grant proposal

Our understanding is that Jeanne submitted the letter of intent to the Benton Arts folks before the early September deadline.  None of us at the meeting had at hand the schedule for submitting the full grant application.

 

Holiday Festival

The word from the festival team is that all is on track, with a full roster of vendors for the booth space.  The Preschool will not have a booth, but the children will sing holiday songs as one of the main stage entertainments.

 

Fundraising Ideas

Tabled.

 

Year-End Letter

John was reminded that it is time to draft the appeal letter and circulate it by email for edits.

 

New Business

The autumn Dragon Pride dinner and auction is scheduled for October 8th.  Rachelle proposed that we donate a preschool tuition (in some degree) to the auction, for the additional exposure to the community in that group.  Dorothy & John agreed that it would be a good forum to promote the Center in, but were unsure that a preschool tuition (either for a full year or some lesser period) would be the most appropriate thing to offer.  Dorothy suggested donating a gift certificate to the Resale Shop.

 

Proposed Agenda for October

Water Heater Flood Remediation

Playground work

Sign Construction Grant Application

Year End Letter

 

Schedule

Dragon Pride deadline for donations 10/1?, ACC Board meeting 10/12

2022-08-10 Minutes

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Alpine CC Board Minutes

6:00 pm Wednesday, August 10th, 2022 at ACC

(Total scheduled minutes: 70 min)

Present: Joyce Long, Rachelle Payne, Melissa Meyer, Roger Irvin, visitor Amanda Anderson

Not Present: Dorothy Brinckerhoff (called in for questions)

 

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

Approved as amended 

  1. Review board email votes since last meeting (1 min)
    N/A
  2. Prioritize Agenda (2 min)

 N/A

  1. Review and Accept Financial Reports (5 min)

Financial reports for July.

Reviewed and Approved

  1. Reopening of the Resale Shop (5 min)

Progress Report (Dorothy and Melissa): State of sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop. 

Tabled till next meeting.

  1. Move from MadMimi to MailChimp (5 min)

Progress report (Dorothy, Melissa)

Still in progress.

  1. Preschool Status (15 min)

Report (Rachelle & Joyce) 

Recruitment of students

8- 4-5 year olds

5- 3-4 year olds

Play yard repairs- Keith will be working on it the weekend 8/20-21. The excess pea gravel will be donated to Monroe Grade School. Outdoor toys have been bought. Rachelle was able to wash the circle rug so no need to buy new. 

Summer program Recap- Rachelle reports it was a success and the tuition more than covered teacher salary and supplies. Next year- Would like a stipend for an assistant. We’d need to check the age restrictions. 

Open House Recap- Went great!

Registration Upcoming- Joyce and Melissa will attend. 

Jovial- Rachelle & Dorothy decided to use Square instead for payments. 

  1. Moving chairs and tables (5 min)

Discussion (All)

Dorothy built a stand for the chairs to fit in the main room. It fits well in the room and the chairs and tables are nicely stacked in the corner. 

  1. Plan for sign construction, grant proposal (5 min)

Discussion (Roger)

John reports that Jeanne is actively working on the grant proposal which is due Sept 10. 

Roger is still looking for solar lights. 

Roger moved that we approve a grant application for a sign to be placed on Bellfountain road not to exceed $5,000. John seconded and all approved. A letter of intent from the board will be written and submitted to Benton County Cultural Trust. 

  1. Holiday Festival (5 min)

(Dorothy, Melissa) The Festival Board decided to buy and sell Benny’s Pizza instead of preparing food. Do we still need a temporary restaurant license? We will need to sign up for it. 

  1. Fundraising Ideas (5 min)

Discussion (All)
The Library Legacy Group is doing a fundraiser in October. 

  1. Christmas in July Resale Shop Recap (5 min)

(Dorothy, Melissa, Joyce, Kerry) 

Kerry (via Melissa) reports that the resale shop brought in $408 which is approximately 3x a typical Saturday. 

  1. New Business (5 min)

Hot Water Heater

Rachelle discovered the hot water heater had started leaking. Dorothy immediately called the insurance and started a claim. They sent out workers. If the water heater is found to be broken from wear and tear we will have to buy a new one, not covered under insurance. We have a $500 deductible in addition to buying a new water heater. The demo of the ruined flooring/walls has been completed. We are currently getting bids for the  reconstruction. John and Dorothy are working on getting bids from contractors.

 Year End Letter- Need to start working on, needs to go out right after the Holiday Festival. 

  1. Proposed agenda for September (1 min)

Year End Letter
Hot Water Heater Reconstruction

 

  1. Schedule (1 min)

ACC Board Meeting 9/14

Preschool Enrollment 8/17

Preschool Starts 9/7

2022-07-20 Minutes

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Alpine CC Board Minutes

6:00 pm Wednesday, July 20th, 2022 at ACC

(Total scheduled minutes: 70 min)

 Present: Joyce Long, Rachelle Payne, Melissa Meyer, Dorothy Brinckerhoff

Not Present: Roger Irvin, John Scott

 

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

 Approved as corrected

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

 N/A

  1. Prioritize Agenda (2 min)

 N/A

  1. Review and Accept Financial Reports (5 min)

Financial reports for June.-  Approved

 

  1. Resale Shop Updates (5 min)

Progress Report (Dorothy and Melissa): State of sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop. 

Dorothy made updates to the agreement from suggestions that were sent through email. Dorothy will hand Andi a copy soon. 

Preschool will have a table at the Resale Shop for the Christmas in July event. Melissa will set up a booth at 9:30 and Joyce will end the day. 

 

  1. Move from MadMimi to MailChimp (5 min)

Progress report (Dorothy, Melissa) Dorothy and Melissa are working together to get the MailChimp up and running.

 

  1. Preschool Status (15 min)

Report (Rachelle & Joyce) Recruitment of students.- 

Signed up for the 2022-23 School Year

6- 4-5
3- 3-4

School Starting: New Circle Rug $50, Need new Blinds for 5 windows. Rachelle made a motion to buy mini blinds for the 5 windows in the preschool area not to exceed $300. Dorothy seconded and all approved. 

Toys needed- Rachelle made a motion to buy new outdoor toys not to exceed $250. Dorothy seconded and all approved. 

Play yard repairs- Rachelle made a motion to spend $400 for supplies to repair the play yard. $200 for fencing repairs, $200 stipend for Keith to do the work. Dorothy seconded and all approved. 

Melissa will call Kathy Smith to see if the grade school wants the extra rocks from the playground.

Rachelle will order a motion camera to hang at the front doors of the building to deter unwanted visitors. 

Jovial setup- Rachelle will work with Dorothy to be able to accept payments through the software. 

Summer program- Going great! 2 more weeks left. 

Open House- July 27th

Registration- Aug 17th

  1. Webster Avenue potholes (5 min)

Discussion (Rachelle)
Rachelle talked to Scott and no more action is being taken. Remove from Agenda

  1. Plan for sign construction, grant proposal (5 min)

Discussion (Roger)
Tabled

  1. Holiday Festival (5 min)

(Dorothy, Melissa)
Meeting is Thursday July 21. Applications have been coming in. New flier has been created by Thorin Nielson. 

  1. Fundraising Ideas (5 min)

Discussion (All)

No Fundraising Ideas brought to the table. 

  1. Christmas in July Resale Shop (5 min)

(Dorothy, Melissa, Joyce, Kerry)
Saturday July 23rd. The Resale Shop will be open all day 10-7. The group discussed fundraisers for the event. Melissa will ask Grade School Parent group about renting the Snow Cone machine. Melissa will contact Theresa Smith, manager of DG, to buy/store ice for the day. The Board decided to place a “pay what you can” sign for the Snow Cones. 

 

  1. New Business (5 min)

Rachelle brought up the fact that storage is a limiting issue for the preschool. The board brainstormed moving the chairs and tables out of the back room so preschool items can be stored there. It was suggested that we move the chairs and table in the corner of the meeting room. We would need a rack to hold the chairs. There is currently a big, heavy table in the corner that Melissa will try to sell on Facebook/Craigslist. 

 

We will discuss more at the next meeting when the other members are present. 

 

  1. Proposed agenda for August (1 min)

 Moving chairs and tables to the meeting room so Preschool can store items. 

 

  1. Schedule (1 min)

ACC Board Meeting 8/10
Christmas in July 7/23
Preschool Open House 7/27
Preschool Registration 8/17

 

2022-06-08 Minutes

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Alpine CC Board Meeting

6:00 pm Wednesday, June 8th, 2022 at ACC

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

Not Present: Roger Irvin

  1. Discuss & approve minutes of the previous meeting (5 min)
    Approved
  2. Review board email votes since last meeting (1 min)
    N/A
  3. Prioritize Agenda (2 min)

 Move Preschool to top because Rachelle needs to leave by 6:45pm

  1. Review and Accept Financial Reports (5 min)

Financial reports for May.

Melissa moved to accept the financial report, Joyce accepted, all approved

  1. Reopening of the Resale Shop (5 min)

Progress Report (Dorothy and Melissa): State of sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop.

Dorothy talked to Andi and agreed on a share of the electricity:

October-March $50, April-September $25.

Dorothy will get these numbers added into the sublet agreement draft and emailed out to the board for approval.

  1. Move from MadMimi to MailChimp (5 min)

Dorothy and Melissa are still working on making this happen.

  1. Preschool Status (15 min)

Rachelle reported that the front play yard needs some repairs before the next school year.

We received an estimate to build the back fence and repair the front fence from Duval Land Management for $9871.38.

Summer program- Only 1 spot left

Open House- one down and another July 27th

Graduation- Went great! 6 kids moving up to Kindergarten.

BBQ on Friday for the Preschool families.

Castaway Pest Management came out and sprayed and we have seen a decrease in wasp activity.

  1. Webster Avenue potholes (5 min)

Discussion (Rachelle)- Scott Adams we will be open to discuss opinions on grading vs not grading. Either way ACC will contribute to the cost involved. We will offer $200 in gravel contingent on the neighborhood providing $400 for a total of $600.

Dorothy made a motion, Rachelle seconded, all approved.

 

  1. Plan for sign construction, grant proposal (5 min)

Discussion (Roger)

Roger emailed an estimate with a supply/labor list totaling $3125. Dorothy commented that the total cost of materials at $1,625 is well under the $2,000 grant limit set by the Benton County Cultural Commission and should have a reasonable chance of getting funded.

 

  1. Holiday Festival

Meeting was held on May 26th to discuss the hand off of the event to new volunteers. It was expressed to the new volunteers the importance of the event staying a fundraiser for ACC. The event will be held November 12, 2022. The Monroe Grade School gym and kitchen are reserved for November 11-12.

Present: Jeanne Lindsay, Dorothy Brinckerhoff, Thorin Nielson, Eliza Mason, Kerry Hastings, Mike Hastings, Joyce Long, Jan O’Banion
Not Present: Melissa Meyer, Beatrice Rose

  1. Logo/Sign Contest
    The board discussed the idea of a logo/sign contest and decided not to pursue it at this time.
  2. Fundraising Ideas
    Ideas that were brought up: Cook off, silent auction with donation, sell cookie dough, Yard Sale

Further discussion is needed.

 

  1. New Business (5 min)

Christmas in July event. Dorothy reported that this will be a collaboration with the Monroe Arts Association and Christmas Junction to be held on Saturday, July 23 from 10am to 7pm. Joyce and Melissa both committed to being available that entire day to help at the Resale Shop location to support the festival and promote ACC by running an activity, perhaps selling cotton candy.

Yearly Budget- John presented the first draft of the 22-23 budget. The board discussed what needed to be adjusted.

 

  1. Proposed agenda for July (1 min)

Christmas in July Resale Shop

 

  1. Schedule (1 min)

ACC Board Meeting 7/13

Preschool BBQ June 10th

Preschool Open House July 27th

 

 

 

2022-5-11 Minutes

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Alpine CC Board Minutes
6:00 pm Wednesday, May 11th, 2022 at ACC

 

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

 

 

  1. Discuss & approve minutes of the previous meeting

Approved as corrected

  1. Review board email votes since last meeting

N/A

  1. Prioritize Agenda

 

  1. Review and Accept Financial Reports

Board reviewed and accepted the financial reports for April.

  1. Reopening of the Resale Shop (5 min)

Melissa started a draft for a Sublet Agreement. Dorothy has been editing the draft and is going to talk to Andi for details before sending it out to the board for review. One question of note is the use of electricity to run the Industrial Heater. Currently the Electricity is included in the Rent.

 

  1. Move from MadMimi to MailChimp (5 min)

The MailChimp account has been set up and the emails are being moved from MadMimi.

 

  1. Preschool Status (15 min)

Recruitment of students- No loss of students and 1 additional student enrolled.

Play yard repairs- Mowing backyard

Summer program- It’s a go! June 20-end of July, Outdoor, water fun play based, Melissa will start advertisement and adding it to the website 5/12.

Melissa will update the website with the new Preschool Handbook and forms 5/12.

Melissa will start advertising the Open Houses and Registration.

BBQ- Board invited, Rachelle needs numbers for those attending.

Health Policy- Reviewed, Accepted as corrected

 

 

  1. Webster Avenue potholes (5 min)

Rachelle reports that she has been in discussion with a local resident Scott Adams. He has informed her that the neighborhood will pitch in $400 total to buy gravel and he will find someone to shovel into the holes. The Board does not believe that this is a permanent solution.

A Preschool Parent has offered to grade the road for $1000 but will need twice as much gravel than the $400 can provide.

We will need ¾ open or ¾ minus road gravel, about 2 dump truckloads which is estimated to cost $700.

Melissa will reach out to former donor for potential rock donation.

Rachelle made a motion to commit $600 for the grading and $200 for the gravel delivery contingent of getting a minimum of $400 from the neighborhood and donation of the gravel or combination of additional funding from the neighborhood and donation of the gravel.

Rachelle reported that the wasps are active around the Center, and we need to call the exterminator to spray again. She will contact Castaway Pest Management.

 

  1. Budgeting and Fiscal Year Boundary (5 min)

John discussed his review the last five years’ actual income and expense figures.  In the pre-pandemic years, we ran with between $40k and $50k per year of income and expenses.  During the 20-21 pandemic year our income and expenses were about half that.  In the pre-pandemic years, we had around $40k in cash assets at the end of each fiscal year, but now our cash is down to about half that.  Our lessened cash balance is primarily because of underwriting our income shortfall during the pandemic from our cash on hand.  The board discussed our expectations for fund-raisers in the ’22-23 fiscal year and will work on developing new fund raising ideas in the months ahead.  John will circulate a seed draft of the 2022-23 budget before our June meeting.

 

  1. Plan for sign construction, grant proposal (5 min)

Roger reports that he is still searching for letters, track and solar lighting for the sign. He has noticed that the prices for building materials have gone up since he first priced them out. There was a discussion on who we could get to engrave our logo for the top of the sign. This led into the idea of creating a contest to re-design ACCs logo.

Contest for Logo/Sign design with usable graphic copy. Tabled for next month.

 

  1. New Business (5 min)

BINGO- There was discussion on the return of the monthly BINGO event. New volunteers who can commit to helping will be required before the event can return. Joyce has agreed to help. We will search for at least 2 more volunteers by sending out a request on the list serve and contacting Jordan Fuller at Monroe High School to see if there are any high school students interested and available in the fall.

Tuesday Jam Sessions will no longer be held due to the facilitator not being available.

Dorothy reports that there will be a Holiday Festival under new management. There is a meeting of volunteers scheduled for this month.

 

 12. Proposed agenda for June (1 min)

Brainstorm Fundraising Ideas

Holiday Festival

Logo/Sign Contest

 

  1. Schedule (1 min)

ACC Board 6/8

Preschool Open House May 18th

Preschool Graduation June 8th

Preschool BBQ June 10th

 

2022-04-13 Minutes

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Alpine CC Board Minutes

6:00 pm Wednesday, April 13th, 2022 at ACC

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

 

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

Approved 

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

None

  1. Prioritize Agenda (2 min)
  1. Review and Accept Financial Reports (5 min)

Dorothy presented the financial reports for March. Accepted

  1. Reopening of the Resale Shop (5 min)

Andi spoke to Dorothy in January about drafting an agreement, but has not yet produceda draft. Melissa took an action item last month to draft a lease agreement, but has not yet produced a draft.

We now have internet at the resale shop.

Board discussed ways to recognize Kerry to acknowledge the value of the energy she has been contributing to the shop. We drafted and signed a thank you card, and approved the purchase of a gift card ($50 for Benny’s) for Kerry as well as one for other volunteers to share ($50 for the coffee shop Silos).

 

  1. Preschool Status (15 min)

-Rachelle reported one new student for the 4 year old class.

-Rachelle reported difficulty finding an affordable company to build the backyard fence. Melissa will send her names of companies to request quotes. Rachelle reported that she has had one potential contractor submit a bid of $17,000 for strengthening the playground fence and building a simple fence for the back yard. Other contractors she approached aren’t returning her calls. Rachelle current posture is to not try to do fence work this summer, but merely have Keith Payne till up the backyard, flatten it, and reseed it this summer. That would be the minimal work to restore the back yard to functionality.

– Rachelle, Joyce, and Melissa surveyed fees at peer preschools and met. Rachelle presented to the board a draft schedule of fees for next year their subcommittee recommends, along with updated procedures to solidify the expectations for parents during registration. The proposed tuition is significantly higher than now, but still lower than our peer programs in the area. Board adopted the fee & tuition schedule.

-Melissa will update the tri-fold and website.

-There will be an Open House on May 18, July 27 5-7pm

-Registration is scheduled for Aug 17 6-8.

– Melissa will get a banner printed about enrollment openings, including the planned dates for this summer’s open houses.

-Rachelle requested $300 for an end of year BBQ for the Preschool Families. The Board Approved.

-Rachelle reported that the Playground is being vandalized. She recommended a wireless camera be purchased. The Board approved. 

-Rachelle is putting together a Summer Program for children 3-5. She will coordinate with Art in the Park/School Summer Meals to make it easy on parents.

-Rachelle requested that she have a Debit Card linked to the bank account to make approved purchase easier. It was noted that any purchase over $50 (besides printer ink) would be brought to the Board before purchase. Dorothy will write and take a letter to the bank to get the process started. 

-Dorothy will set up an Amazon account just for ACC. All future Amazon purchases will go through this new account.

 

  1. Background Checks for Co-Op Parent Volunteers (5 min)

Joyce has not forwarded the batch. We will retire this issue for this school year.

 

  1. Commitment to Parent Co-Op Structure for Preschool (15 min)

Rachelle reports that the Co-Oping Structure will be discussed more thoroughly at the Registration. New policies will be put into place to assure parents that choose to Co-Op understand the requirements and consequences of not following those requirements. 

 

  1. Move from MadMimi to MailChimp (5 min)

Melissa reports that she will set up the MailChimp and get the sign up info to Dorothy. Dorothy will begin moving the emails to the new account. We reviewed our motivation for discussing this change: many people have not getting the messages, or not getting them reliably.

 

  1. Updating our COVID related building use policy (10 min)

We reviewed our 10/14/21 policy. We recognize that a couple parts related to cleaning and contact tracing are no longer considered necessary. Dorothy moved we rescind the 10/14/21 policy, Melissa(?) seconded. Approved.

 

  1. Election of Officers for 2022-2023 (10 min)

John reported the nominations for Officers are as follows:

Joyce Long for President

Dorothy Brinckerhoff for Treasurer

Melissa Meyer for Secretary

The Board approved. 

 

Melissa requested that the Bi-Laws were reviewed to make sure everyone had the most updated copy.  

 

  1. Plan for sign construction, grant proposal (5 min)

Roger is still looking for metal letters. 3/16 thick higher quality letters and rails. He is researching Solar assembly for electricity.  The board discussed ideas on using local artists to create the letters.

 

  1. New Business (5 min)

Dorothy reported that some of the Webster Avenue neighbors are talking about taking up a collection for gravel for the potholes down Webster Avenue east of Bellfountain Rd. The last time we got a bid for grading Webster, the cost was prohibitive. Rachelle will check with the parent who offered rock a few months ago, to confirm his access to gravel.

Dorothy reports the Alpine Holiday Festival Committee needs to meet soon to discuss the event. 

 

  1. Proposed agenda for May (1 min)

Resale shop lease agreement

Summer program

Webster Avenue potholes

Annual Cycle Calendar

Budgeting and Fiscal Year Boundary 

 

  1. Schedule (1 min)

Monroe 1J Kindergarten round up 4/20, Monroe Festival 4/30, ACC Board 5/11, Preschool Open House May 18, July 27, Preschool Registration Aug 17

 

2022-03-09 Minutes

Posted on by

Alpine CC Board Minutes
6:00 pm Wednesday, March 9th, 2022 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved as corrected.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Review and Accept Financial Reports

Board reviewed and accepted the financial reports for February.

5. Reopening of the Resale Shop

We still do not have a sublet agreement on 5th street side of the 540 Main St. building for the Resale Shop. Melissa volunteered to start drafting a sub-let agreement to circulate for refinement, that we can present to Andi as an opening draft for the negotiation.

6. Preschool Status

Rachelle reported that two 4 yr olds have dropped, leaving 5 in the 4yr class and 3 in 3yr class. There is currently one Co-oping parent.

Joyce and Rachelle have updated tri-fold brochure for the preschool. Melissa will have a booth at the April 30th Monroe Festival, where she will represent ACC, SBCE, the preschool, and the Resale Shop.. Joyce will reformat the tri-fold to make a flyer, and post the flyers around town and around the internet. Melissa moved we donate $100 to the Monroe Festival as a sponsorship donation. Rachelle seconded. Approved.

Neither Joyce or Rachelle have received any responses to the communication of testing policy, emailed to the parents on Feb 12th. There have been 2 kids get sick, with one family bringing the kid to school while sick. As the state rules around masking change next week, some parents are keen to drop masking. Rachel and Joyce will compose a reminder email to be sent from the board to the parents. It will stress our baseline policy that sick children must stay home and not come to preschool.

The parent group will not be organizing a Scamper this year.

The Kindergarten round-up at Monroe Grade School is scheduled for April 20.

Rachelle will be getting back quotes next week for repairing the fence around the play yard.

We received an application for tuition assistance. Rachelle moved that we grant 50% tuition assistance, retroactive to the current months behind and through the end of the year. Roger seconded. Approved. Melissa pointed out that we would do well to adopt a clear written policy about when and how we approve tuition assistance, so that we are prepared to answer questions about the practice from potential funders and awardees.

Co-op-ing is falling out of favor compared to its prevalence years ago. It may be time to re-think our relationship to the co-op philosophy. (We will add that topic to the April agenda.)

Rachelle suggested that our tuition rates are far below market rates, and need to be re-evaluated for the 2022-23 school year.

A parent has offered to bring a load of rock to fill the potholes on Webster Avenue and the parking lot. We are pleased to accept that generous donation.

7. Background Checks for Co-Op Parent Volunteers

Report (Rachelle & Joyce) Confirmation that batch has been submitted to ODE. Tabled.

8. Move from MadMimi to MailChimp

Progress report (Dorothy, Melissa) tabled

9. Developing a plan for Knutsen Grant funds

The board has deferred following through on Roger’s December suggestion that we develop a comprehensive plan for using the funds designated to support preschool physical activity prioritized across the various needs for the two play areas. We will repair the play yard fence, then make plans later.

10. Plan for sign construction, grant proposal

Roger has been talking with Jeanne about the grant process. He has made no headway on sourcing the preferred metal materials for the letter-support channels.

11. New Business

One of the board members was reminded recently about the Dollar General literacy grant program. She wondered if we were going to apply for a grant there. Rachelle will consult with Dorothy.

Melissa will also use her booth at the Monroe Festival to try to recruit new board members. We discussed our documented procedure for recruiting board members and reviewing their applications, along with the fact that we haven’t used that procedure for the last several new members.

12. Proposed agenda for April

The continuing value of running as a Parent Co-op preschool

Updating our COVID related building use policy

13. Schedule

ACC Board 4/13, Monroe 1J Kindergarten round up 4/20, Monroe Festival 4/30