Alpine Community Center

Alpine CC Board Agenda
6:00 pm Wednesday, July 10th, 2019 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

The board reviewed the financial reports for May & an incomplete set of reports for June. The board accepted the May reports and looks forward to a complete set for June.

5. Preschool Report

Joyce reported that she has not made progress with Sarah toward the training goals, but will work on it this week. Joyce has completed the new hire tax paperwork.

Kristen sustained injuries in a motor vehicle collision just after our June board meeting. That disruption has affected her plans for training this summer.

Joyce reported that we have received one or two applications toward the open seats in the 2019-20 littles class.

Environmental issue reports:

A few days after the June board meeting, Kristen reported a strong odor in the building after it had been closed for a day or two with the furnace fan running. Roger came to join her in assessing the situation, but he was unable to perceive the issue. There have not been any other reports of the issue since then. Roger has requested that OSHA send an inspector, but we have no idea when that will happen.

6. Procedure for preschool parents who don’t pass background check

Review draft procedure (Joyce & Kristen) no progress on the final edits since last month because of Kristen’s motor vehicle accident. Dorothy has been approached by one of the parents who was not cleared in last year’s batch, asking about the process to appeal from there. Dorothy instructed her to write a letter of appeal to the board.

7. Celebrate Alpine lessons learned

The celebration was better-attended than the 2018 celebration. The additional effort we invested in publicity helped. The article from the Tri-County Tribune, and the cross-promotion with the softball tournament worked well. Multiple musicians or entertainment helped drive additional attendance. We agreed that we will hire someone each spring to do lawn mowing and weed whacking during the late spring and early summer As there is no reason why the board members should take on this task each year.

8. 2019-2020 Budget

John had not yet prepared a draft budget. Tabled.

9. Recycling Center abuse

Joyce reported no progress on configuration of the video recorder to network.

10. 2012/2014 Trust Mgmt Grant Implementation

Dorothy reported no progress on the final report to Trust Mgmt.

11. New Business

John reported that ACC’s pop-up shelters are on loan to the Monroe Farmers’ Market (Eliza & Tobin). The board approved this as a desirable use for them when they are not needed by ACC, but also clarified our intent to maintain custody of the equipment after the market season completes.

12. Proposed agenda for August

2019-2020 Budget

Prep for the 2019-2020 school year

13. Schedule

ACC Board 8/14, First day of classes 9/3(?)

Alpine CC Board Minutes
6:00 pm Wednesday, June 12th, 2019 at ACC

Present: Joyce Long, Dorothy Brinckerhoff, Dena Elliott, Roger Irvin, John Scott, Andi Hooper, Kristen Norris
Absent: Rachelle Payne

1. Discuss & approve minutes of the previous meeting

Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

Dorothy is having computer problems, and hopes to be able to produce financial reports for May within a week or two. Dorothy delivered a summary oral report of finances. There was an unexpected billing from Republic Services, and Dorothy will call them this week to question it.

5. Preschool Report

The 2019 Scamper was a success, raising a net of over $5200.
Lessons learned from this year’s Scamper:

• Need to plan an activity for kids while the 5K is being run.
• Need to have name tags for kids being left in care while parents run.

Two people who had asked for places in the 2019-20 preschool have not responded with definite registrations. There are still 4 or 5 places available in littles, and no seats available in bigs.

We have hired Sarah Walters to be an assistant teacher next year.

This month Joyce and the staff began to suspect that there might be something about the air in the Center that might be making Kristen and Maria ill. They have noticed a peculiar smell in the air at the Center. Joyce consulted with Montgomery Heating about doing an inspection of the furnace. They recommended some diagnostic measures to try before calling them out.

6. Procedure for preschool parents who don’t pass background check

The board reviewed and edited the draft policy prepared by Kristen. She will prepare a final draft for approval at next month’s board meeting.

7. Celebrate Alpine planning

The Board and Andi Hooper reviewed plans and schedules for the 6/22/19 Celebrate Alpine.

Back Porch Soiree will open from 5-6, then Ol’School until 7:00, then belly dancers 7:00-7:35, then Ol’School again 7:45-9:00.

Joyce will set up the Square account. Andi will bring one of her iPads with a card reader. Dorothy will bring a cash box with change.

We reviewed the beverage line up. We planned the placement of bands, catering trailer, etc.

Joyce will hand out drink tickets and sell additional tickets, Dorothy will help her. John will mow the yard and set up shade shelters outside.

8. 2019-2020 Budget

John led a discussion of aspirations for large income or expense items on the budget. No one advanced any specific ideas.

Joyce is prodding/coaching Kristen and Sarah toward education, which we have funding for from the FFF grant. Joyce will work to get Linda to meet with Sarah to coach her, and get her signed up for the registry.

9. Recycling Center abuse

Joyce reported no progress on configuration of video recorder to network.

10. 2012/2014 Trust Mgmt Grant Implementation

Dorothy reported no progress on the Final report to Trust Mgmt

11. New Business

None.

12. Proposed agenda for July

Celebrate Alpine 2019 Lessons Learned

2019-2020 Budget

13. Schedule

Celebrate Alpine 6/22, ACC Board 7/10

Alpine CC Board Minutes
6:00 pm Wednesday, April 10th, 2019 at ACC

Present: Joyce Long, Roger Irvin, Dena Elliott, Rachel Payne, John Scott, Andi Hooper, Lonnie Hellwege, Alison Hellwege
Absent: Dorothy Brinckerhoff, Kristen Norris

1. Discuss & approve minutes of the previous meeting

Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

The board reviewed the financial reports for March. The P&L had only the YTD column, without the March-specific column. Joyce will ask Dorothy to send a corrected report.

5. Preschool Report

Kristen sent a brief status report via email to some directors. Publicity is under way for the Scamper, scheduled for June 1^st. We already have 3 pre-enrollments for the 2019-20 preschool year. Kristen is meeting 4/11 with Kendra from Old Mill School, to explore collaboration potentials.

Kristen did not report on her attendance at the PCPO Conference in March.

6. Celebrate Alpine planning

Lonnie Hellwege, representing the Alpine Allrights softball team, attended to discuss coordination between the softball tournament and the Celebration. The tournament runs through about 6:30, so they would like us to start the celebration later and run later than we’d planned. The board agreed to change the time for the celebration from 3-7 to 5-9.

Beatrice Rose has agreed to assemble a belly dance troupe for the event, reprising one from the early days of the tournament. Unless there is rain, we will have the band set up outdoors, with the bounce house and belly dancers in the main hall. Andi will have the same menu as last year, and in addition to the 3 beers, H2O, and lemonade we had last year, Andi will also have sodas.

Andi reported that Al and Ol’School are on board to play. Joyce has connected with John Gent, who has offered to play with either his group the Back Porch Soiree, or with the Alpine Jammers.

When flyers are ready, be sure to get some to Andi to post at her locations. We would like to have a flyer version ready at the April 27^th Monroe VVV festival. Andi recommends that we have a way to accept credit/debit cards before the event, for selling extra drink tickets.
Action Item (Joyce): research setting up a Square account for ACC.

7. Bingo License Renewal & Filing of 2017 CT-12

Dorothy emailed during March that our accountant had not yet filed the CT-12 non-profit cash flow form, and that that was holding up our renewal of our Bingo license. Roger will coordinate with Dorothy on the effort to get the filings in order, since there are likely to be similar issues for SBCE.

8. Merged calendar participation with City of Monroe

Joyce reported that there has been no change in the state of testing the merged calendar.

9. Recycling Center abuse

Joyce reported no progress on configuring the video recorder access to network.

10. 2012/2014 Trust Mgmt Grant Implementation

Final report to Trust Mgmt. Tabled.

11. New Business

None.

12. Proposed agenda for May

Review policy for working with preschool parents who don’t pass background check

13. Schedule

Monroe Vino Vintage festival 4/27, ACC Board 5/8, Scamper 6/1, Celebrate Alpine 6/22

Alpine CC Board Minutes
6:00 pm Wednesday, February 13th, 2019 at ACC

Present: Joyce Long, Kristen Norris, Rachelle Payne, Dorothy Brinckerhoff, John Scott, Janeece Cook
Absent: Roger Irvin, Dena Elliot

1. Discuss & approve minutes of the previous meeting

Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

The board reviewed and accepted the financial reports for January.

5. Preschool Report

Kristen reported that Scamper sponsor recruitment is under way. The Scamper is scheduled for May 4th.

There have been a couple incidents of a dog pooping under the front eave, near the play area. Some kids have stepped in it, and tracked it in. We discussed whether there was a practical way to install a gated barrier, but could not see a clear fix.

Farm field trip to Ashenbrenner’s was today. The preschool Valentines party is on the 14th.

Monroe Library is going to come in once a month to do a story time with each of the classes.

The annual PCPO conference is in March. Kristen is trying to arrange logistics so she can go. The board encouraged her in this, and pledged support for registration and related expenses.

6. Janeece Cook on Outreach to Latinx in Monroe

Janeece described the various outreach programs of Strengthening Rural Families. SRF’s primary outreach to latinas in Monroe is their Amigos de Monroe monthly meeting (last Wednesday of the month at the Methodist church). SRF has a bilingual coordinator on staff for the greater Benton-Linn county area who organizes that, and Janeece participates as well. Outreach is about showing up reliably, building relationships and trust gradually. Janeece suggested that we would do well to start by attending the Amigos de Monroe meetings to get acquainted with the folks who come to that group.

Janeece also discussed her work with South Benton Food Pantry. We discussed the possibility of collaborating on a Health Fair event this spring.

7. Celebrate Alpine planning

Andi Hooper sent word through Rachelle that she thinks that we would be better to have the Celebration on a different weekend, either a week earlier or later, so as not to compete/conflict with the Alpine Softball tournament on 6/22. Dorothy has spoken to a representative of the Alpine Alrights softball team, who are planning special events that day that they would like to coordinate with the Celebration. We confirmed that we will go forward for 6/22.

8. Merged calendar participation with City of Monroe

Joyce reported that there has been no further work on testing this.

9. Recycling Center abuse

No progress on configuring the video recorder to network

10. 2012/2014 Trust Mgmt Grant Implementation

No progress on the final report to Trust Mgmt.

11. New Business

John reported that he spent some time with Evelyn Lee this month, reviewing the ACC and ACC-adjascent materials that she has stored in her garage and barn. Large items are 3 pop-up canopies, 8 five-gallon water jugs, and around 15 sandwich boards that were used for direction markers on the Alpine Century. John also took possession of some files of ACC business matters from the early years. The sandwich boards are Evelyn’s, while the pop-ups and jugs are believed to belong to ACC. John asked Evelyn to continue storing the pop-ups until June, when we will use them for Celebrate Alpine, after which we will find a new place to store them. She is also willing to continue storing the jugs. John gave Evelyn OK to offer the short-term loan of the jugs to other individuals or groups in the community that may have need of them.

Door locks and deadbolts. Dorothy has called 3 locksmiths, and got one to come out to give an estimate. The estimate was for $448, to install keyed-alike deadbolts to all the doors and re-key the knobs to match.
Rachelle moved to approve the expense quoted at $448, Dorothy seconded, Approved.

The background check application packet has been returned from DOE again. Dorothy & Joyce will follow up.

12. Proposed agenda for March

Save the Date announcement for Celebrate Alpine

13. Schedule

Amigos de Monroe 2/27, ACC Board 3/13, Dragon Pride 3/16, Monroe Vino Vintage festival 4/27

Alpine CC Board Minutes
6:00 pm Wednesday, December 12th, 2018 at ACC

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

1. Discuss & approve minutes of the previous meeting

Approved.

2. Review board email votes since last meeting

None.

3. Prioritize Agenda

4. Financial Report

The board reviewed and accepted the financial reports for November.

This year’s Holiday Festival had attendance and income down by about 10% (from an average of previous years). In their follow-up meeting, the team discussed possibly moving it to the high school commons, hoping for more drive-by traffic from Hwy 99W. No change has been committed.

We have received a donation from Starker Forests (as we have in many previous years), despite it getting mailed to our old address on Alpine Road.

The preschool parents’ poinsettia fundraiser raised a respectable net income this year, comparable to previous years.

5. Preschool Report

Kristen reported that the preschool christmas program went well.

One littles student had to drop out due to parent scheduling issues. There is one student in the bigs who needs to move to the littles. We have a new student enrolled.

One family has applied for Tuition Assistance. The board approved the application to subsidize that student’s tuition.

Last day of preschool is the 19^th, school resumes on January 3^rd. Our co-teacher Shelia has had a medical issue, and we have a parent filling in for her. Last year’s assistant Claudia has offered to come in as a volunteer.

There have been no more disappearances of items from around the center this month.

6. Lessons learned from participation in Monroe Light Parade crafts event

The cookie frosting crafts table at the Library before the Monroe light parade went well. If we do this craft again in the future, we want to find a better way to dish out a small store of frosting, decorations, and tools to each child individually. Doing this could structurally reduce the opportunities for children to spread their microorganisms to the common supply.

7. Merged calendar participation with City of Monroe

Joyce reported no response from Steve (the city contractor) this month on this project.

8. Recycling Center abuse

Joyce reported no progress on configuring the video recorder to the network.

9. 2012/2014 Trust Mgmt Grant Implementation

Dorothy reported no progress on the final report to Trust Mgmt

10. New Business

Joyce reported that at a Ford Family Foundation CAT reunion in early November, she talked with a peer from Pendleton about ways to connect with the Latino families. He suggested to gather an exploratory/listening meeting (such as to cook lunch together) with the few Latinas that we are connected with (Shirley, Claudia, etc), to brainstorm/listen about what they think could work better for the Latino families. AGENDA for next month.

11. Proposed agenda for January

Convening a listening meeting for Latinx parents/grandparents in Monroe

Planning for June’s Celebrate Alpine event

12. Schedule

ACC Board 1/9